Overview
The Operations Administrator serves as the administrative backbone of The HOPP, ensuring the organization’s day-to-day operations run efficiently and consistently. This position manages administrative systems, coordinates communication with partners and volunteers, maintains organizational records, and ensures critical operational tasks are completed on time.
Working closely with the Executive Director, the Operations Administrator provides the administrative structure that allows The HOPP to grow while enabling the Executive Director to focus on strategic leadership, fundraising, partnership development, and organizational growth.
Essential Responsibilities
Partner Administration
- Maintain and update the distribution partner database.
- Send and track monthly distribution request forms.
- Follow up with partners regarding submissions, deadlines, and routine communications.
- Maintain organized partner files and records.
- Prepare partner communications as directed.
Administrative Support
- Manage the Executive Director’s calendar and coordinate meetings.
- Prepare meeting agendas and supporting materials.
- Draft routine correspondence and organizational communications.
- Answer and route general organizational emails and phone calls.
- Maintain organizational policies, forms, and administrative files.
Volunteer Administration
- Manage volunteer registrations and confirmations.
- Maintain volunteer records and sign-in documentation.
- Communicate event details and reminders to volunteers.
- Track volunteer participation and volunteer hours.
Board Support
- Prepare board meeting packets and supporting materials.
- Record meeting minutes.
- Track board action items and follow-up tasks.
- Maintain governance documents and board records.
Grant Administration
- Maintain a grant compliance calendar.
- Track reporting deadlines.
- Organize grant documentation and supporting files.
- Collect program data needed for grant reporting.
- Assist in preparing required grant reports.
Office & Vendor Coordination
- Order office supplies and approved event materials.
- Coordinate routine communication with office vendors, printers, and service providers.
- Maintain vendor files and service schedules.
- Process approved purchase orders and coordinate deliveries.
- Receive and distribute organizational mail and deliveries.
Data & Records Management
- Maintain organizational databases, spreadsheets, and CRM records.
- Maintain digital filing systems and organizational archives.
- Track administrative invoices and organizational records.
- Prepare donor acknowledgment letters.
- Generate routine reports as requested.
Pay: $1,500.00 per month
Work Location: Hybrid remote in New Castle, DE 19720
