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Head of Operations

Muslim Hands
  • Valley Stream, New York
    2 days ago

    Job Description

    Benefits:
    • Competitive salary
    • Opportunity for advancement
    • Paid time off
    • Parental leave
    • Training & development
    Position Summary

    Key Responsibilities: Operational Leadership and Management

    • Lead the day-to-day operational management of the Muslim Hands USA office, ensuring effective coordination, communication, and delivery across departments.
    • Support organizational growth by identifying operational priorities and implementing practical systems and workflows that strengthen efficiency, accountability, and long-term sustainability.
    • Work closely with department leads across fundraising, programs, finance, administration, and support functions to improve alignment and ensure effective delivery of organizational objectives.
    • Identify operational gaps, risks, and areas for improvement, and develop practical solutions to strengthen organizational performance.
    • Develop, implement, monitor, and improve internal policies, procedures, systems, and standard operating processes.
    • Ensure that departmental plans, priorities, and reporting processes are aligned with the wider organizational strategy.
    • Support senior leadership in monitoring performance against agreed plans, budgets, objectives, and key performance indicators.
    • Promote a culture of professionalism, accountability, collaboration, continuous improvement, and shared commitment to the mission of Muslim Hands USA.
    • Exercise delegated operational and financial authority responsibly and in accordance with organizational policies, procedures, and approval frameworks.
    • Support senior leadership in operational decision-making through analysis, reporting, risk identification, and implementation support.
    Key Responsibilities: Governance, Compliance and Risk Management

    • Support the CEO, senior leadership, and Board of Directors in maintaining strong governance, accountability, and organizational compliance.
    • Ensure that governance documentation is accurate, well maintained, and available when required, including board meeting records, minutes, action logs, policies, registers, and supporting documents.
    • Coordinate board and committee administration as required, including preparing papers, tracking decisions, following up on action points, and ensuring timely reporting.
    • Support compliance with organizational by-laws, internal policies, state and federal requirements, nonprofit regulations, and sector best practice.
    • Lead the development, review, implementation, and communication of organizational policies and procedures.
    • Oversee partner and collaboration due diligence processes, including new partner checks, renewals, documentation, risk assessment, and escalation of concerns.
    • Act as the lead for state fundraising registration and license renewals, liaising with external advisors, regulators, and relevant agencies as required.
    • Maintain and improve organizational risk management systems, ensuring that operational, financial, governance, compliance, reputational, and strategic risks are identified, monitored, and mitigated.
    • Respond to governance, compliance, audit, regulator, and oversight queries in a timely and professional manner.
    Key Responsibilities: Human Resources and People Operations

    • Oversee core HR administration and ensure that employee records, HR systems, and personnel files are accurate, confidential, and up to date.
    • Support the full recruitment cycle, including drafting job descriptions, advertising vacancies, coordinating interviews, onboarding new staff, issuing relevant documentation, and supporting induction.
    • Work with department leads to ensure staff understand their roles, responsibilities, performance objectives, and organizational expectations.
    • Coordinate employee reviews, probation processes, attendance records, leave management, training records, and staff development documentation.
    • Support managers with HR-related matters including performance concerns, disciplinary processes, contract changes, staff exits, and policy compliance.
    • Liaise with external HR support providers, including ADP or other relevant services, to ensure compliance with employer obligations, payroll-related requirements, and applicable employment standards.
    • Support the development, review, and implementation of HR policies, staff handbook updates, safeguarding standards, health and safety expectations, and workplace procedures.
    • Promote a positive working culture based on fairness, professionalism, respect, accountability, and Muslim Hands USA’s values.
    Key Responsibilities: Financial Oversight and Internal Controls

    • Work closely with the finance team to support strong financial management, budget monitoring, reporting, internal controls, and compliance.
    • Ensure that operational planning is aligned with available budgets, financial priorities, organizational growth, and funding requirements.
    • Support the preparation, monitoring, and review of departmental and organizational budgets.
    • Assist with financial reporting to senior leadership and the Board of Directors, ensuring figures and updates are accurate, timely, and clearly presented.
    • Support audit preparation by coordinating documentation, responding to information requests, assisting with submissions, and ensuring timely follow-up on audit findings.
    • Help maintain effective financial policies, approval processes, reconciliation procedures, expense controls, and risk mitigation measures.
    • Promote a culture of financial transparency, accountability, and compliance across the organization.
    • Support the safeguarding of charitable funds and ensure appropriate adherence to fund accounting principles, donor restrictions, and financial procedures.
    • Oversee office credit card use, expenses, approvals, and payments within delegated authority.
    • Support payroll and other finance-related administrative processes where required.
    Key Responsibilities: Grants, Funding and Reporting Compliance

    • Develop and maintain systems to monitor grant performance, reporting deadlines, expenditure tracking, and compliance obligations.
    • Oversee the operational administration of grant funding processes, including applications, approvals, documentation, reporting deadlines, and compliance requirements.
    • Coordinate and oversee state fundraising registrations, renewals, and related compliance requirements in liaison with external advisors and relevant agencies.
    • Ensure that grant-related activities are coordinated with relevant departments, including programs, finance, fundraising, and senior leadership.
    • Monitor adherence to funding terms and conditions, donor requirements, reporting obligations, and internal approval procedures.
    • Support the development of systems to track grant performance, reporting requirements, expenditure, and compliance risks.
    • Escalate any concerns relating to grant compliance, reporting delays, financial risk, or donor requirements.
    Key Responsibilities: Office and Administrative Management

    • Oversee office-level operations and ensure that the working environment is professional, organized, safe, and well managed.
    • Ensure effective facilities management, office supplies, equipment, utilities, mail handling, records management, and general administrative support.
    • Coordinate regular staff meetings, office updates, internal communications, and follow-up actions.
    • Monitor attendance, timekeeping, leave records, and office-based working requirements.
    • Ensure internal systems, filing structures, shared drives, and administrative processes are organized, secure, and consistently maintained.
    • Proactively resolve office management issues and escalate matters where required.
    Key Responsibilities: Stakeholder Engagement and Organizational Support

    • Act as a central point of coordination across departments to strengthen communication, alignment, collaboration, and organizational effectiveness.
    • Support fundraising events, donor activities, campaigns, local initiatives, and organizational projects as required.
    • Manage or support the resolution of donor complaints and escalated queries where appropriate.
    • Represent Muslim Hands USA professionally and uphold the organization’s values, ethics, and reputation in all areas of work.
    • Act as a unifying presence across the organization, helping to strengthen communication, teamwork, and shared accountability.
    • Undertake any other reasonable duties as required by the CEO, senior leadership, or delegated authority.
    Qualification and Experience: Essential Criteria

    • A bachelor’s degree in business administration, nonprofit management, operations, finance, human resources, public administration, or a related field.
    • At least 3 years’ experience in operations, organisational management, administration, nonprofit management, or a similar leadership role.
    • Experience managing or coordinating multiple operational functions such as governance, compliance, HR, finance, administration, office management, or reporting.
    • Strong understanding of nonprofit operations, governance, compliance, internal controls, and organizational accountability.
    • Experience supporting senior leadership and/or a Board of Directors, including preparing documents, tracking actions, maintaining records, and supporting decision-making.
    • Strong knowledge of HR administration and employee lifecycle processes, including recruitment, onboarding, employee records, reviews, attendance, and policy compliance.
    • Experience supporting budget monitoring, financial controls, audit preparation, expense management, and reporting processes.
    • Strong ability to develop, improve, and implement systems, processes, policies, and workflows.
    • Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with staff, senior leaders, board members, external advisors, and stakeholders.
    • Strong organizational and project management skills, with the ability to manage competing priorities and meet deadlines.
    • Excellent problem-solving skills and the ability to use initiative, judgment, and discretion.
    • Ability to handle confidential and sensitive matters with professionalism and integrity.
    • High level of IT literacy, including Microsoft Office, Google Workspace, HR systems, finance systems, databases, and digital filing platforms.
    • Commitment to the mission, values, and faith-based ethos of Muslim Hands USA.
    • Must be eligible to work in the United States.
    Qualification and Experience: Desirable Criteria

    • A master’s degree in nonprofit management, business administration, public administration, human resources, finance, or a related field.
    • Experience working in a nonprofit organization, NGO, humanitarian, or faith-based organization.
    • Familiarity with U.S. nonprofit regulatory requirements, state fundraising registrations, charitable compliance, donor restrictions, and audit processes.
    • Experience using ADP or similar HR/payroll systems.
    • Experience supporting grant management, donor reporting, fundraising operations, or program compliance.
    • Experience working with auditors, regulators, external consultants, legal advisors, or compliance bodies.
    • Ability to travel domestically and internationally when required.
    Key Competencies

    • Operational leadership
    • Financial oversight and accountability
    • Risk management
    • Strong communication and relationship building
    • Confidentiality and professional judgment
    • Commitment to values-led nonprofit work
    • Governance and compliance awareness
    • HR and people operations support
    • Policy development and implementation
    • Problem solving and decision-making
    • Team coordination and cross-departmental collaboration
    Compensation: $100,000.00 - $120,000.00 per year




    Numbers & Facts

    LocationValley Stream, New York
    Websitehttps://muslimhandsusa.org/home

    Skills

    • ADPunmatched
    • Administrative Managementunmatched
    • Administrative Skillsunmatched
    • Advertisingunmatched
    • Analysis Skillsunmatched
    • Best Practicesunmatched
    • Board Meetingunmatched
    • Budget Managementunmatched
    • Budget Reportingunmatched
    • Budgetingunmatched
    • Business Administrationunmatched
    • Business Strategyunmatched
    • Campaignsunmatched
    • Communication Skillsunmatched
    • Computer Skillsunmatched
    • Continuous Improvementunmatched
    • Contract Processingunmatched
    • Credit Cardsunmatched
    • Decision Supportunmatched
    • Disciplinary Actionunmatched
    • Documentationunmatched
    • Due Diligenceunmatched
    • Emergency Responseunmatched
    • Establish Prioritiesunmatched
    • Executive Assistant Skills unmatched
    • Expense Managementunmatched
    • Expense Reportsunmatched
    • Expense Trackingunmatched
    • Facilities Managementunmatched
    • Financeunmatched
    • Financial Auditunmatched
    • Financial Controlunmatched
    • Financial Managementunmatched
    • Financial Policiesunmatched
    • Financial Proceduresunmatched
    • Financial Reportingunmatched
    • Financial Riskunmatched
    • Financial Systemsunmatched
    • Fund Accountingunmatched
    • Fundingunmatched
    • Fundraisingunmatched
    • Fundraising Programunmatched
    • Grant Administration/Managementunmatched
    • HRIS/HRMSunmatched
    • Human Resourcesunmatched
    • Leadershipunmatched
    • Legalunmatched
    • Maintain Complianceunmatched
    • Medicineunmatched
    • Meeting Minutesunmatched
    • Microsoft Officeunmatched
    • Nonprofitunmatched
    • Office Equipmentunmatched
    • Office Managementunmatched
    • Onboardingunmatched
    • Operational Supportunmatched
    • Operations Managementunmatched
    • Operations Planningunmatched
    • Operations Processesunmatched
    • Organizational Development/Managementunmatched
    • Organizational Skillsunmatched
    • Payroll Software/Servicesunmatched
    • Performance Analysisunmatched
    • Performance Metricsunmatched
    • Performance Reviewsunmatched
    • Plan Meetingsunmatched
    • Policy Developmentunmatched
    • Policy Implementationunmatched
    • Presentation/Verbal Skillsunmatched
    • Problem Solving Skillsunmatched
    • Procedure Developmentunmatched
    • Project/Program Managementunmatched
    • Public Administrationunmatched
    • Reconciliationunmatched
    • Record Keepingunmatched
    • Records Managementunmatched
    • Regulationsunmatched
    • Regulatory Complianceunmatched
    • Regulatory Requirementsunmatched
    • Risk Analysisunmatched
    • Risk Managementunmatched
    • Safety/Work Safetyunmatched
    • Sales/Support Engineering (SE)unmatched
    • Staff Developmentunmatched
    • Staff Policiesunmatched
    • State Laws and Regulationsunmatched
    • Support Documentationunmatched
    • Sustainabilityunmatched
    • Systems Maintenanceunmatched
    • Team Lead/Managerunmatched
    • Team Playerunmatched
    • Time Managementunmatched
    • Training/Teachingunmatched
    • Willing to Travelunmatched
    • Writing Skillsunmatched

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