Operations Manager

Job Description

Employment Status: Full-time
Department: Operations
Reports to: Executive Vice President of Finance & Operations
Salary: $58,000 – $68,000 ($27.88 – $32.69 per hour)
FLSA Status: Exempt
Supervises: N/A
How to Apply: Send resume and cover letter to humanresources@wfmn.org. Applications accepted through July 22, 2026, or until filled.
Access: The Women’s Foundation of Minnesota welcomes applicants to share if they have needs related to flexibility in the hiring process including alternate formats, accommodations, or any other type of modification.
Location: Hybrid work environment. Office requirements are approximately 30%. This position has responsibilities that can only be completed in the office, which is based in Minneapolis. As such, the incumbent should be within commutable distance.

Summary

The Operations Manager is a central connector across the foundation, overseeing office operations, administrative systems, technology coordination and implementation, organizational logistics, and operational support while helping create an exceptional workplace experience for staff, board members, partners, and visitors.

Working collaboratively across departments, the Operations Manager manages the Foundation’s physical office environment, coordinates operational projects, supports human resources and organizational culture initiatives, and serves as a trusted resource on internal processes, technology, and administrative systems. This role anticipates organizational needs, identifies opportunities to improve systems and workflows, and implements solutions that enhance efficiency, collaboration, and staff effectiveness.

The Operations and Office Manager also provides high-level support to the Executive Vice President of Finance and Operations and partners with the Executive Vice President of People and Culture on key organizational initiatives, including recruitment support, staff engagement, and internal communications. In addition, this position serves as the Foundation’s primary liaison for office technology coordination, building management, vendors, and external partners utilizing Foundation space. This is a position for a motivated administrative professional who will provide the management and administrative systems needed to support a busy team.

ESSENTIAL FUNCTIONS: ROLE-SPECIFIC

Provide office management to the Foundation (30%)

• Monitor and process incoming mail on a regular basis, at least twice a week
• Manage knowledge of, and provide staff training on, phone systems, room reservation system, copier, conferencing technology, kitchen appliances, and other office machines. Place service calls as necessary. Trouble-shoot technology issues and involve vendors as necessary to identify and implement solutions.
• Ensure a clean and organized general office space, integrating broader staff as appropriate.
• Ensure furniture is in working order and maintain cleanliness. Ensure plants and other décor items are maintained and replaced as needed.
• Anticipate and facilitate staff meeting and event needs, such as ordering food and other supplies, preparing materials, scheduling, location identification and preparation.
• Serve as primary contact for building management, ensuring staff has continuous building access, coordinating repairs and reserving common space.
• Serve as point-of-contact for external partners utilizing WFM office space, facilitate coordination and share expectations and limitations of using space.
• Analyze current systems supporting records retention management and recommend updates, implement, ensuring integration and compliance across the organization.
• Be a point of reference for organizational subscriptions and memberships and their benefits for staff.
• Proactively maintain supply and equipment inventory, assisting in the ordering, receiving, stocking and distribution of office supplies.
• Arrange for courier pick-up and delivery.
• Anticipate and adapt office management processes and procedures to meet evolving WFM and team needs, ensuring documentation is updated.

Provide support to the Operations Team (20%)

• Assist the Executive Vice President of Finance and Operations with projects and tasks to support the operations of WFM.
• Project Manage Operations Team meetings, including team retreats.
• Schedule meetings and compile agenda for meetings.
• Take notes at meetings and track actions.
• Follow up to ensure completion of tasks.

Perform telephone and receptionist duties to ensure all callers and visitors receive high-quality service in all areas (10%)

• Meet and greet guests in a welcoming and friendly manner.
• Serve as a caller’s first impression of the Foundation by answering the main phone line and responding to voicemails and general email inquiries in a timely manner.
• Serve as the organization’s primary resource for general foundation information, including upcoming events, acquiring and maintaining sufficient knowledge and expertise to answer a wide variety of caller questions.
• Refer callers to the appropriate employee, handle the requests in a timely manner, or take thorough, detailed messages when applicable.

Technology management (15%)

• Ordering new computers for staff as needed
• Manage backup technology to ensure readiness as needed.
• Conduct regular meetings with IT provider, working proactively to minimize disruptions and main organizational technology needs.
• Assist in maintenance of office IT infrastructure tech knowledge to do this part.
• Coordinate the cyber security annual training
• Identify staff technology training opportunities based on software upgrades and implementations, as well as staff inquiry themes.
• Provide tech support to external stakeholders (such as donors, grantee-partners, committee members) accessing WFM software portals.

Human Resources Support (10%)

• Project manage the implementation of celebration norms, office closures, staff learning opportunities, and other aspects of the Foundation’s culture. Communicate with staff as appropriate.
• Serve as trusted staff resource on organizational policies, procedures and processes, proactively communicate changes, expectations and opportunities.
• Coordinate staff transportation selection (bus pass or parking ramp).
• Assist the Executive Vice President of People and Culture with project and tasks to support human resources of WFM.

ESSENTIAL FUNCTIONS: ORGANIZATIONAL (15%)

• Perform other duties as assigned by the Executive Vice President of Finance and Operations, or President and CEO.
• Provide in-office support to Board of Trustee/Committee meetings.
• Assist the Vice President of Advancement with scheduling and as needed, creating systems for organizing her workflows.
• Participate as an active member of the Foundation staff by working collaboratively to create synergy and efficiencies with other staff members; and by communicating openly and honestly with staff and volunteers.
• Attend Women’s Foundation of Minnesota events, as required and/or as requested by the Executive Vice President of Finance and Operations.
• Actively participate in WFMs learning culture around diversity, equity, inclusion and anti-racism.

JOB SPECIFICATIONS

Desired Education and Experience

• Bachelor’s degree or equivalent education and experience.
• Minimum of three years of administrative experience required. Experience within human resources departments or knowledge of human resource processes preferred.
• Practical work experience and/or interest in grantmaking, fundraising, event management or other nonprofit work a plus.
• Demonstrated ability to support the operations of an organization.
• Experience and comfort using PC computers, Microsoft products (SharePoint, Word, PowerPoint, and Excel), the Internet and a commitment to learn and become proficient in Raiser’s Edge and GE Fusion databases.
• Commitment to women’s and girls’ issues and gender and racial justice.

Knowledge, Skills, and Abilities

• Demonstrates initiative and a solution-focused attitude while positively contributing to our team work environment.
• Commitment to gender and racial equity, including actively participating in WFM’s learning culture in diversity, equity, and inclusion.
• Detail-oriented, well-organized, and methodical.
• Self-motivated and able to plan and manage own work. Able to solve routine problems independently.
• Ability to understand and take direction and ask questions as needed to clarify work.
• Aptitude for technology and desire to stay abreast of technology updates and advances.
• Learn new skills quickly and develop abilities necessary to support an evolving organization.
• Expertise in building rapport with a wide range of stakeholders — from program and executive directors to volunteers, board, committee members and elected officials.
• Must excel at managing multiple projects while remaining detail-oriented, well-organized, and methodical.
• Understands the confidential nature of organization information and maintains confidence.
• Works as an effective and proactive team player.
• Sense of Humor.
• Passion for the Women’s Foundation of Minnesota’s mission.

Physical Requirements Necessary to Perform This Job

• Hear and speak in order to use telephone and communicate with people both in and out of the office environment.
• Sit at desk for extended periods, as well as move around office area repeatedly throughout the day.
• Apply dexterity for computer keyboarding and office equipment use.
• Visual ability to review detailed reports and information.
• Physical ability to move around office area repeatedly throughout the day.

Tools and Equipment Used

• Incumbent must be able to use multi-line telephone, calculator, copy machines, facsimile machines, computers, postage machine, and other office equipment.
• Able to become proficient in MS Office Suite of software as well as fundraising, publishing, and research applications.