Operations Manager

Job Description

Job Description

Location: AFN Main Office
FLSA Status: Exempt
Reports To: Chief Executive Officer

Position Overview
As a family-driven organization, Allegheny Family Network (AFN) requires the Administrative Office Manager to be a Family Member , defined as an individual who has raised or is currently raising a child with mental health, emotional, or behavioral challenges.

The Administrative Office Manager is a senior administrative position that provides comprehensive administrative, operational and fiscal support to the Chief Executive Officer, Board of Directors, and agency staff. This role is to ensure the efficient day-to-day operations of the organizational by coordinating workflows, managing resources, and maintaining compliance.

Administrative Responsibilities

Board of Directors Support

• Provide administrative support to the Chief Executive Officer and Board of Directors by:
  • Preparing and distributing Board meeting agendas.
  • Recording, transcribing, and maintaining Board meeting minutes.
  • Tracking Board email votes and communicating results to the Board Chair.
  • Maintaining and updating Board Bylaws.
  • Maintaining Board Member applications and records.
  • Updating Board Member titles, affiliations, contact information, and committee assignments.
  • Maintaining Board and Committee membership lists for county reporting requirements.
  • Scheduling and managing annual Board and Finance Committee Zoom meetings.
  • Assembling, preparing, proofreading, and distributing Board meeting materials and binders.
  • Copying, scanning, and organizing Board meeting documentation.
  • Coordinating meeting logistics, including room setup and catering.

General Administration

• Assist with administrative and human resource functions.
• Assist with AFN Fiscal Management Policies and Procedures.
• Proofread proposals, grants, newsletters, flyers, reports, and communications through agency.
• Draft correspondence for Board members, community partners, donors, agencies, and stakeholders.
• Assist with the Employee Handbook; policies, procedures, forms, and related documents are reviewed and updated regularly.
• Order and maintain office supplies, equipment, and inventory records.
• Maintain postage machine records and replenish postage as needed.
• Process outgoing mail, including live check mailings and correspondence to families and partners.

Office Operations

• Maintain current organizational charts and staff listings.
• Update employee contact information, including email addresses and cell phone numbers.
• Review, sort, and distribute incoming mail.
• Scan and distribute correspondence to staff, statewide employees, and the fiscal department.
• Maintain organized electronic and paper filing systems.

Collaboration and Relationship Management

• Participate in internal and external committees, workgroups, planning meetings, and special projects assigned.
• Build and maintain productive relationships with staff, community partners, funders, and stakeholders.
• Serve as a positive representative and ambassador of AFN within the community.
• Foster a collaborative and supportive workplace environment.

Communication

• Communicate relevant information to staff and leadership on a need-to-know basis.
• Keep the Chief Executive Officer informed of organizational challenges, concerns, and successes.
• Maintain confidentiality and professionalism in all communications.

Additional Responsibilities

• Prioritize workload based on deadlines, organizational needs, and agency policies.
• Use organizational resources responsibly and efficiently.
• Support AFN’s commitment to cultural humility, diversity, equity, inclusion, and stigma reduction.
• Participate in professional development and training opportunities.
• Perform other duties as assigned by the Chief Executive Officer.

Minimum Qualifications

• Parent, caregiver, or family member who has raised or is raising a child with mental health, emotional, or behavioral challenges.
• Bachelor's degree in business administration, Public Administration, Communications, related field.
• Minimum of two (2) years of office management experience; equivalent combinations of education and experience may be considered.
• Strong written and verbal communication skills.
• Excellent organizational, financial management, and recordkeeping abilities.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and ability to work effectively with diverse populations.
• Ability to identify operational challenges and implement practical solutions.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and adapt to new technology and software systems.

Preferred

• Five (5) years of administrative leadership or supervisory experience.
• Experience working within behavioral health, mental health, family support, or nonprofit service systems.
• Family experiences navigating children’s mental health systems.
• Knowledge of nonprofit governance, Board administration, and fiscal operations.

Travel, Special Conditions, or Requirements

• Possession of a valid Pennsylvania driver’s license and reliable means of transportation required.
• Must be able to travel locally, out-of-county, and nationally as needed.
• This position requires Commonwealth of Pennsylvania Act 33/34 and Federal children’s clearances.

Job Details

• $65,000 -$70,000 Annual Salary, medical, dental, vision, generous paid time off, and ongoing training.
• Monday – Friday 7.5 hours per day. Flexible hours based on clients' needs.

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