Manager of Operations

Location: 
PFF is based in New Haven, Connecticut, and it is expected that employees reside in the state.
Application Deadline: 
Monday, August 22, 2022
Employment Type: 
Full-time
Job Type: 

Job Description

The Perrin Family Foundation envisions a society free from systemic oppression where Black and Brown youth exercise their innate power and live fully, at ease, in joy and liberation.  Geographically focused on the state of Connecticut, our mission is to invest in and cultivate support for an ecosystem that builds the collective leadership and power of Black and Brown youth in order to advance movements for racial and social justice.  Our work and approach are grounded in and guided by our core values, which you can learn more about here.

The only foundation in Connecticut exclusively dedicated to youth-led social justice, over the past decade PFF’s grantmaking, capacity building, and field building efforts have played an instrumental role in developing and strengthening the youth-led social change landscape in our state.   More recently, PFF has engaged in a deep internal development and strategic planning work, with the goal of better aligning our internal structure and governance with our core mission and developing a theory of change and strategic framework that will guide our work over the next decade.  In our external work, PFF will pursue the development of strategies aligned with our role in the ecosystem, which include: providing funding for youth-led racial and social justice efforts, partnering to incubate infrastructure that supports a strong field, building knowledge and shifting narratives about youth-led racial and social justice work, and organizing within philanthropy in service of our mission.  

Often described by others as a foundation that has “outsized impact” given its size, PFF is seeking new team members as we embark on the implementation of our strategic framework.  

 

SUMMARY OF THE EMPLOYMENT OPPORTUNITY

PFF seeks an experienced candidate to join our team as Manager of Operations, responsible for developing, implementing, and executing systems that drive the day-to-day administration of the Foundation. Reporting to the President, this newly-created position will help strengthen and formalize internal systems and processes, develop and operationalize policies and procedures that build our capacity to achieve strategic goals, and ensure that all aspects of our business operations are in alignment with our organizational values. The Manager of Operations will play a lead role in managing multiple facets of the Foundation’s work, including operations, administration, grants management, and finance.  Specific responsibilities include:

Operations and Administration 

  • Research, recommend, develop and implement processes and systems that address operational gaps and challenges.  
  • Lead organizational efforts to ensure all facets of business operations are implemented in keeping with legal requirements and in alignment with PFF’s values, particularly our commitment to racial justice. 
  • Manage the process for creating, documenting and monitoring the annual organizational workplan and timelines, including the coordination and alignment of team and key project calendars.
  • Serve as the primary point of contact for all vendors and contracts associated with business activities and execute day-to-day administrative tasks at PFF’s physical office and in the virtual sphere.
  • Identify, design and embed tools and templates suitable for a small team that facilitate efficient and productive workflow, information and file sharing, collaboration, and record keeping.
  • Coordinate scheduling, logistics, production of materials/collateral, and other administrative functions for internal and external meetings, including those with our Board, Strategy Council, grantee partners, and other stakeholders.
  • Lead special projects as needed and assigned.

Grants Management 

  • Manage PFF’s online grant application process and grant database (Foundant), including providing guidance and troubleshooting support to grantee partners submitting applications and reports.
  • Facilitate timely and accurate processing and distribution of grant awards and recordkeeping associated with applications, award letters and payments, and reports.
  • Utilize the grants database to produce reports as needed and requested that reflect annual grantmaking activities, and other patterns and trends.  
  • Ensure our grantmaking activities are in compliance with laws and regulations and informed by best practices in equitable grant management.

Finance and Human Resources

  • Serve as the primary liaison for our contracted bookkeeper and accountant, and manage financial operations and cashflow for the Foundation, including coordinating with bookkeeper to ensure timely payment of bills and contracts, accurate classification of budget expenditures, appropriate documentation of all financial transactions.
  • Support President with development of annual budget, preparation and presention of necessary financial reports to staff and Board, and creation of protocol and controls for fiscal operations.
  • Assist with HR administration, including recordkeeping, coordinating with payroll and contracted benefits administrators and ensuring our personnel policies are compliant with state and federal regulations and aligned with our organizational values.    

 

CANIDATE PROFILE AND QUALIFICATIONS

We seek an experienced candidate whose superpower is designing operational systems and attending to the daily details of administrative work.  Someone who is successful in this role will be excited about embedding social and racial justice values in organizational operations, thrive working as part of a small team with an all-hands-on-deck culture, and relish formulating systems and processes that enable your teammates and the organization to execute mission-driven work with efficiency and impact.  He/she/they will possess the following qualifications and attributes.

Qualifications:

  • A bachelor’s degree in a relevant field or equivalent work experience.
  • At least 6 years of professional experience serving in an administrative or operational role within the creative or nonprofit sector.  Prior experience in the philanthropic sector is desirable.   
  • Demonstrated experience leading efforts to create and institute new policies, systems or procedures at an organization in a formative or transitional stage.  
  • Rigorous attention to detail and exceptional project management skills, including the ability to sequence a process, prioritize tasks, execute deliverables, and meet multiple concurrent deadlines.  
  • Proficiency in Mac operating systems, ease with technology, and expertise with tools and platforms that enhance efficiency and productivity in office, hybrid and virtual work environments, including but not limited to Office365, Google Suite, Zoom, Slack, and project management applications.
  • Strong oral and written communication skills.  The ability to communicate and present information in a visually accessible and engaging format using programs such as Adobe or Canva is an asset. 
  • Familiarity with grant management processes and database platforms, particularly Foundant, is strongly preferred.
  • Knowledge of basic bookkeeping practices and Quickbooks Online software is an asset.  

Attributes:

  • Commitment to working collaboratively, resolving conflict constructively, leading with curiosity, finding humor in the midst of challenge, and willing to bring their whole selves to a highly relational team.
  • Enthusiasm for anticipating and addressing challenges, diagnosing problems and finding creative solutions.
  • Ability to adapt and operate with confidence in the context of organizational change, and fluency with creating clarity out of ambiguity. 
  • Motivated by our mission and values and engaged in ongoing personal introspection and learning in pursuit of racial and social justice.   

 

Compensation and Benefits:

The salary range for this position is $80,000-$90,000. PFF’s benefits package includes health and dental coverage, life insurance, retirement benefits through a SIMPLE IRA, and paid time off.

 

To Apply:

Please apply for this position online, Manager of Operations. This position will remain open until filled. Priority consideration will be given to those that apply by August 22, 2022.