The Operations Administrator supports UBF’s daily operations, executive coordination, accounts receivable intake, program intake, records management, vendor coordination, event logistics, communications support, and internal systems. This role helps keep UBF organized, documented, responsive, and aligned across programs, board operations, finance, HR, communications, and community-facing work. The Operations Administrator serves as a key operational hub for carrying forward the infrastructure, systems, and workflows UBF has already begun building.
Position Details
- Full-time, exempt
- Reports to: Executive Director
- Location: Cleveland, Ohio
- Work Schedule: Hybrid
Requirements
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provide operational and administrative support to the Executive Director, including scheduling, meeting preparation, agendas, notes, follow-up items, internal communications, and project tracking.
- Manage UBF’s accounts receivable intake process, including receiving checks, logging incoming funds, completing required internal forms, coordinating documentation, and routing receivables through the proper financial process.
- Serve as the first point of internal intake for checks, payments, grant funds, fiscal sponsorship funds, donor payments, reimbursements, and other incoming funds.
- Coordinate with the CFO team, Executive Director, Development Coordinator, fiscal sponsorship staff, and other authorized staff to support accurate tracking, coding, documentation, and reconciliation of incoming funds.
- Support receipt capture and expense documentation for operational expenses, including purchases charged through Ramp or other approved expense systems.
- Coordinate purchasing and procurement needs within approved budgets, including office supplies, meeting materials, printing, postage, event supplies, technology needs, and other approved operational purchases.
- Coordinate vendor logistics, event space reservations, meeting arrangements, insurance documentation, client or vendor documentation, and other operational arrangements as assigned.
- Support UBF’s centralized intake process by helping prospective grantees, fiscal sponsorship projects, nonprofit leaders, community partners, and other stakeholders enter the appropriate program pathway and be routed to the correct staff lead.
- Review intake submissions for completeness, follow up on missing information, track intake status, and maintain records in UBF’s approved CRM or system of record.
- Support board and committee operations, including scheduling, meeting materials, agendas, packets, notes, follow-up items, records, retreats, trainings, and governance-related logistics.
- Maintain and support UBF’s internal operational systems, trackers, forms, workflows, calendars, files, and documentation processes.
- Assist with documenting SOPs, workflows, checklists, templates, and process improvements for recurring operational functions.
- Identify process gaps, missing documentation, workflow breakdowns, operational risks, or follow-up needs and recommend solutions to the Executive Director or appropriate staff lead.
- Support UBF’s day-to-day communications and social media coordination, including capturing event content, collecting program updates, supporting basic posts or announcements, maintaining a content calendar, and coordinating with external marketing vendors as assigned.
- Help ensure public-facing content is accurate, professional, mission-aligned, and approved before posting or distribution when required.
- Communicate professionally with staff, board members, committee members, grantees, sponsored projects, donors, vendors, funders, partners, and community stakeholders.
- Maintain confidentiality when handling personnel, donor, financial, grant, fiscal sponsorship, board, vendor, and organizational information.
- Use approved UBF systems for records, communication, task tracking, documentation, and work product.
- Assist with other UBF operations, events, programs, projects, or assignments as needed.
QUALIFICATIONS AND EDUCATIONAL REQUIREMENTS
- Bachelor’s degree preferred in business administration, nonprofit management, public administration, communications, organizational leadership, accounting, finance, marketing, or a related field.
- Equivalent professional experience may be considered in lieu of a degree.
- Minimum of 5 years of experience in operations, administration, executive support, financial administration support, program coordination, nonprofit administration, project coordination, communications coordination, or a related role.
- Nonprofit, philanthropic, community-based, or mission-driven experience preferred.
- Experience supporting executive leadership, board meetings, program operations, intake processes, events, or cross-functional projects preferred.
- Experience with accounts receivable intake, payment logging, receipt tracking, expense documentation, purchasing, procurement, vendor coordination, or financial administration support preferred.
- Experience working with finance teams, CFOs, bookkeepers, accountants, or external accounting partners preferred.
- Experience supporting SOP development, workflow documentation, process improvement, or internal operations systems preferred.
- Experience supporting social media, basic marketing coordination, event content capture, communications calendars, or external communications vendors preferred.
- Experience with Microsoft 365, SharePoint, OneDrive, Outlook, Slack, Zoom, Monday.com, CRM systems, HRIS platforms, Ramp, QuickBooks, Zoho, Salesforce, Canva, social media scheduling tools, or similar systems preferred.
REQUIRED SKILLS AND COMPETENCIES
- Highly organized and detail-oriented.
- Strong written and verbal communication skills.
- Strong follow-through, task management, and project coordination skills.
- Able to manage accounts receivable intake and financial documentation support with accuracy, confidentiality, and sound judgment.
- Able to coordinate operational purchases, supplies, vendors, event logistics, and meeting needs within approved procedures and budgets.
- Able to identify missing documentation, workflow gaps, operational risks, or compliance concerns and escalate or recommend solutions appropriately.
- Comfortable supporting SOP documentation, process improvement, communications coordination, social media support, and event content capture.
- Strong technical skills and comfort using Microsoft 365, SharePoint, CRM systems, HRIS platforms, expense systems, project management tools, and social media tools.
- Able to maintain confidentiality and use discretion when handling financial, personnel, donor, grant, fiscal sponsorship, board, and organizational information.
- Professional, responsive, service-oriented, and able to work independently while keeping leadership informed.
- Committed to UBF’s mission and service to Black-led, community-rooted, and historically underserved communities.
Benefits
PHYSICAL AND TRAVEL REQUIREMENTS
Regular in-person presence in Cleveland, Ohio is required. Occasional evening or weekend commitments may be required for board meetings, committee meetings, community events, funder meetings, retreats, trainings, or special projects. This role requires prolonged periods of sitting at a desk and working on a computer, as well as occasional standing, walking, event support, supply handling, movement between meeting or event spaces, and lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
WORKWEEK, COMPENSATION, AND BENEFITS
The regular hybrid work schedule includes in-office days on Monday, Wednesday, and Thursday, and remote work days on Tuesday and Friday, subject to organizational needs. Evening or weekend work may be required for board meetings, committee meetings, funder meetings, community events, retreats, trainings, deadlines, or other organizational responsibilities.
Salary is competitive and commensurate with experience, with a starting salary of $57,500. Benefits may include health insurance, dental insurance, vision insurance, life insurance, short-term disability, paid time off, paid holidays, professional development support, and other benefits subject to UBF’s policies and applicable plan documents.