Position Summary
Family Tree Nurturing Center seeks a compassionate, mission-driven Operations Manager responsible for ensuring the organization’s administrative and operational systems function effectively, efficiently, and in compliance with applicable requirements. The Operations Manager works closely with the Executive Director and program leadership to strengthen organizational infrastructure, support effective service delivery, manage risk, and ensure staff have the systems and resources necessary to successfully serve children and families.
The ideal candidate will bring strong organizational skills, initiative, sound judgment, and a genuine commitment to serving vulnerable children and families. This individual will approach their work with empathy and professionalism, ensuring that operational practices support Family Tree Nurturing Center’s mission and strengthen the quality, consistency, and compassion of the services we provide.
Primary Responsibilities
Organizational and Administrative Operations
- Oversee the organization’s day-to-day administrative and operational functions.
- Coordinate office operations, purchasing, records management, technology, facilities, vendors, and administrative resources.
- Support organizational planning, budgeting, contract administration, and strategic initiatives.
- Develop and maintain effective administrative systems and identify opportunities to improve organizational efficiency and workflow.
Administration and Licensing
- Ensure ongoing compliance with Montana childcare licensing regulations, health and safety standards, background-check requirements, training requirements, and required documentation.
- Maintain complete and accurate childcare licensing, enrollment, attendance, staffing, inspection, and compliance records.
- Manage administrative requirements associated with Early Head Start, Best Beginnings scholarships, and other childcare reimbursement programs.
Compliance, Risk Management, and Quality Improvement
- Monitor organizational compliance with contracts, licensing requirements, funding agreements, confidentiality requirements, and internal policies.
- Maintain organized compliance calendars, documentation systems, and reporting deadlines.
- Review documentation for completeness, accuracy, timeliness, and compliance.
- Assist with audits, monitoring visits, contract reviews, insurance requirements, and regulatory inquiries.
- Identify potential organizational risks and work with leadership to implement appropriate safeguards and corrective actions.
Fundraising and Development Support
- Support leadership in implementing the organization’s annual fundraising and donor engagement plan.
- Assist with donor cultivation and stewardship, including outreach, follow-up, thank-you communications, acknowledgement letters, and ongoing communication with donors and sponsors.
- Research prospective individual, corporate, foundation, and community funding opportunities and assist in preparing sponsorship requests, donor appeals, and other fundraising materials.
- Coordinate administrative and logistical aspects of fundraising events and campaigns, including sponsorships, invitations, registrations, event materials, donor recognition, and post-event follow-up.
- Maintain accurate and timely donor and sponsor records, including gifts, pledges, sponsorships, in-kind contributions, recognition, and follow-up activities.
- Provide administrative support for grants and foundation requests, including gathering organizational information, preparing attachments, tracking deadlines, and maintaining grant and fundraising files.
- Assist in developing fundraising communications and materials that effectively communicate Family Tree’s mission, programs, impact, and funding needs.
- Provide fundraising reports, donor information, and event updates to leadership as needed.
Staff and Leadership Support
- Serve as a key administrative and operational resource to the Executive Director and program leadership.
- Coordinate staff onboarding, required administrative documentation, training records, and related organizational requirements.
- Provide staff with guidance and support regarding administrative procedures, documentation, licensing, and compliance requirements.
- Promote effective communication, collaboration, confidentiality, professionalism, and mission-centered service across the organization.
Family and Community Support
- Ensure administrative systems remain responsive and accessible to the children and families served by Family Tree.
- Communicate professionally and compassionately with families, recognizing that many participants are navigating stressful or complex circumstances.
- Represent Family Tree professionally with funders, regulatory agencies, vendors, community partners, and other stakeholders.
- Support special events, community outreach, resource fairs, and other organizational activities as needed.
Qualifications
- Bachelor’s degree in business administration, nonprofit management, early childhood education, human services, public administration, or a related field preferred.
- Demonstrated experience in organizational operations, administration, compliance, program management, fundraising support, or a related area.
- Experience working in a licensed childcare, nonprofit, social-service, healthcare, or human-services environment strongly preferred.
- Knowledge of childcare licensing, enrollment, documentation, and health and safety requirements preferred.
- Demonstrated ability to manage multiple operational areas, priorities, deadlines, regulatory requirements, and confidential information.
- Strong organizational, communication, problem-solving, leadership, and decision-making skills.
- Ability to develop effective systems, improve processes, work independently, take initiative, and collaborate across programs.
- Demonstrated proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, and Teams; donor management/CRM and case management software; artificial intelligence (AI) tools for administrative, research, communications, reporting, and workflow functions; and social media platforms, including creating, scheduling, posting, and managing organizational content and accounts. Must be able to quickly learn and effectively utilize new software, databases, and technology platforms while maintaining data accuracy, confidentiality, security, and a professional organizational presence.
- Commitment to Family Tree Nurturing Center’s mission and to serving children and families with competence, compassion, dignity, and respect.
About Family Tree Nurturing Center
Family Tree Nurturing Center strengthens families and prevents child abuse and neglect through parenting education, home visiting, supervised family services, therapeutic services, early childhood programs, family support, and community partnerships.
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
