Girls on the Run Chicago: Business Operations Manager

Description

Key Responsibilities:

• Serve as the primary liaison to the third-party financial services firm (Abilene) for recurring workflows, reporting, and audits
• Coordinate month-end close activities and ensure timely, accurate financial reporting
• Maintain the deposit log; prepare and deposit checks in coordination with the Development Manager to ensure accuracy
• Partner with the Impact Team to support financial reporting for government grants, ensuring accurate documentation and compliance
• Maintain compliance with fiscal policies and procedures
• Track invoices, vendor payments, and expenses in partnership with Abilene; maintain organized and accurate financial records
• Support annual budgeting and financial planning in partnership with the Executive Director

• Maintain federal, state, and local business registrations, licenses, and required filings
• Oversee insurance policies, ensure compliance, and manage requests for certificates of insurance
• Manage document retention practices, including secure storage, organization, and destruction of records as appropriate
• Ensure operational compliance with HQ requirements and support required reporting

• Serve as the primary liaison with our third-party co-working provider (WorkBox); manage office logistics, including lease coordination and renewals
• Manage office supplies and administrative procurement
• Oversee vendor contracts and relationships related to office operations
• Lead logistics for internal and external meetings, including staff and Board meetings and retreats
• Maintain physical and digital filing systems, ensuring records are organized, accessible, and up to date

• Serve as the primary contact for our third-party IT vendor (BILD Group); coordinate staff tech support and training
• Manage procurement, setup, and inventory of staff technology devices
• Maintain administrative oversight of key systems, including access coordination for platforms such as Salesforce and QuickBooks
• Support the implementation, training, and maintenance of technology policies and best practices

• Partner with the Executive Director to support payroll processing through the PEO (Ripping); ensure documentation is accurate and submitted on time
• Maintain employee records and documentation with a high level of confidentiality
• Lead administrative processes for benefits enrollment in coordination with the Executive Director, including required reporting to providers
• Support onboarding and offboarding processes in partnership with hiring managers, ensuring documentation, system updates, and consistency across processes
• Monitor PEO compliance alerts to ensure adherence to federal and state labor laws
• Coordinate with external HR and benefits partners to address compliance requirements, benefits administration, and employee inquiries
• Support regular review and updates of the employee handbook to ensure alignment with current policies and organizational practices

• Develop and manage systems to track program inventory, leveraging volunteers where appropriate
• Oversee organization and maintenance of program storage units
• Support procurement, receipt, and distribution of program materials

• Manage procurement, tracking, and distribution of snack cards for program sites 

• Assist with registration-related administrative processes and communications
• Ensure timely availability of materials at program sites and maintain accurate records
• Provide additional operational support as needed

Skills, Knowledge and Expertise:

• Operational Ownership & Systems Thinking: Demonstrates ability to build, manage, and improve operational systems across finance, compliance, HR administration, and program support functions. 
• Financial Coordination & Accuracy: Experience supporting financial operations such as month-end close, expense tracking, reporting, and coordination with external financial partners. 
• Compliance & Risk Awareness: Maintains strong attention to detail in managing licenses, insurance, documentation, and regulatory requirements. 
• Organization & Process Management: Highly organized with the ability to manage multiple workflows, maintain accurate records, and prioritize effectively across competing demands. 
• Vendor & Relationship Management: Builds and maintains effective working relationships with external vendors and internal stakeholders to ensure smooth operational execution. 
• Confidentiality & Professional Judgment: Handles sensitive financial and personnel information with discretion and professionalism. 
• Communication & Collaboration: Communicates clearly and partners effectively across teams, including leadership, program staff, and external partners.

• Financial Operations Coordination: Experience supporting month-end close, deposits, expense tracking, reporting, and liaison with external financial partners
• Confidentiality & Professionalism:Experience handling sensitive information with discretion and professionalism
• Operational & Administrative Expertise:Strong organizational skills, including vendor management, project coordination, document retention, and workflow management

• Compliance Management:Experience maintaining licenses, insurance requirements, and audit-related documentation with strong attention to detail
• Program Support & Inventory Coordination (Nonprofit): Experience supporting program logistics, inventory management, and supply distribution in a nonprofit or mission-driven environment

Benefits

• Flexible work arrangements and schedules to support work-life balance 
• Generous paid time off, including: 
  • 18 days of PTO 
  • 19 paid holidays 
  • 3 floating holidays 
  • The week of Thanksgiving 
  • Time off between Christmas Eve and New Year’s Eve 
• 3% automatic 401(k) employer contribution 
• Health insurance, including medical, dental, and vision (75% employer-paid / 25% employee-paid) 
• 12 weeks of medical leave (in accordance with applicable laws and organizational policies)
• $25,000 employer-sponsored life insurance policy 
• $500 annual professional development reimbursement 
• Partial reimbursement for internet and cellphone service 
• Collaborative and mission-driven work environment with passionate colleagues and volunteers 
• Opportunities to participate in and experience Girls on the Run programs and community events 
• Recognition and appreciation programs that celebrate staff contributions and achievements