Operations Manager
Birthday Dreams is a non-profit organization dedicated to bringing joy to homeless children with the gift of a birthday party. Volunteers are a vital part of accomplishing our mission. Hundreds of volunteers work hard every year to make sure that homeless children are celebrated on their birthday. POSITION The Operations Manager is responsible for coordinating the consistent and effective delivery of Birthday Dreams programs and overseeing assigned day-to-day operational functions. This position supervises assigned operations staff, interns, and volunteers; maintains effective processes and systems; manages purchasing and inventory within the approved budget; and ensures that staff and volunteers have the information and support needed to carry out the mission. The Operations Manager implements priorities established by the Executive Director and reports to the Executive Director. RESPONSIBILITIES Program Operations: Oversee the consistent and effective day-to-day delivery of Birthday Dreams programs and services. Supervise, train, support and evaluate assigned Operations staff, interns and volunteers; establish clear responsibilities, schedules, deadlines and backup coverage. Monitor upcoming parties and operational deadlines to ensure that gifts, cakes, party supplies and deliveries are prepared and covered on time. Identify and resolve operational problems, escalating significant concerns to the Executive Director as appropriate. Evaluate and improve organizational processes, document procedures and ensure that operational systems and records remain accurate. Plan logistics and scheduling for events in collaboration with the Executive Director and appropriate staff, including preparing materials and assigning operational tasks. Provide hands-on support as needed, including preparing parties, organizing donations, shopping for gifts and supplies, picking up cakes and donations, and making birthday deliveries. Purchasing, Budget and Inventory: Serve as the primary staff member responsible for shopping and ordering items needed for program operations. Review the approved Operations budget, monitor expenses against it and confirm that funds are available in the appropriate budget category before making purchases or financial commitments. Obtain prior approval from the Executive Director for unbudgeted expenses or purchases that exceed established authorization limits. Provide the Executive Director with anticipated operational needs, costs and purchasing information to support annual budget development and ongoing financial planning. Purchase items in a timely manner while seeking appropriate pricing, quality and value. Maintain inventory, establish effective restocking practices and ensure that physical inventory is accurately represented in the inventory system. Staff and Administration: Promote accountability, teamwork, professional communication and consistent adherence to Birthday Dreams policies and procedures. Maintain organized operational records and prepare accurate and timely reports as requested by the Executive Director. Manage appropriate access to the organization shared drive and operational systems, and recommend website or system updates that would improve program operations. Follow established policies and maintain required operational records to support organizational compliance. Attend birthday parties, meetings and organizational events as needed. Communications and Partner Relationships: Manage day-to-day relationships with partner organizations and respond to questions, concerns and changing program needs. Communicate professionally with families, social-service agencies, volunteers, donors, community groups and others as needed or requested. Coordinate internal and external operational meetings and support effective communication among staff. Work with the social media team to communicate operational and in-kind donation needs. Volunteer Stewardship and Support: Ensure that volunteers are welcomed, supported, appreciated and stewarded appropriately. Develop and oversee volunteer appreciation, retention and recognition practices, ensuring that volunteers and in-kind donors understand how much their contributions are valued. Oversee volunteer milestone recognition, thank-you efforts and other stewardship activities, and ensure they are completed consistently. Monitor volunteer engagement and work with the Volunteer Coordinator to address concerns, improve the volunteer experience and strengthen retention. Provide backup assistance with volunteer communication, orientation, placement and coordination when workload or staffing requires it. Ensure appropriate processes are in place for tracking volunteer hours and maintaining volunteer applications, agreements, background checks and related records. QUALIFICATIONS The Operations Director will be thoroughly committed to Birthday Dreams’ mission. Other qualifications include: Highly organized, detail-oriented and able to manage multiple priorities in a fast-moving environment. Demonstrated experience coordinating programs, operations, staff or volunteers, with the judgment and follow-through necessary to keep work moving on schedule. Comfortable taking a hands-on approach and shifting between supervisory responsibilities and direct program work. Able to monitor a departmental budget, follow purchasing controls and maintain accurate expense and inventory information. Excellent communication and collaborative skills, with the ability to balance, negotiate and work effectively with a variety of internal and external individuals and organizations. Able to work independently, establish priorities, meet deadlines and hold others accountable for assigned responsibilities. Strong written and oral communication and coordination skills. Proficient in Microsoft Office and Outlook. Able to work flexible hours and attend meetings, parties and events related to the position. Must possess a valid driver's license, maintain a clean driving record and meet Birthday Dreams' insurance requirements. Must be able to safely lift, carry and transport boxes, gifts, cakes, party supplies and donated items. Able to remain calm, flexible and positive when priorities shift or unexpected program needs arise. Job Type: Full-time Pay: $45,000.00 - $48,000.00 per year Work Location: In person
Наблюдалась 2026-09-14, впервые 2026-09-10, источник — Indeed.