Operations Manager

Location

44 Canal Center Plaza, Ste 301, Alexandria, VA 22314

Reports To:

Deputy Director

Job Description:

The Operations Manager assists the Deputy Director in managing the main office operations, association-wide information technology, event, vendor, and travel coordination for NAADAC’s national, regional, and state events and trainings and exhibiting opportunities, and higher-level administrative tasks as needed.

Qualifications

  • Bachelor’s degree or higher in a related field with 2+ years’ experience in association, public sector, or non-profit/grass roots operations.
  • Track record delivering superior results.
  • Demonstrated ability to build and maintain relationships with a wide-array of people, junior and senior, for-profit and non-profit, private and public sector.
  • Highly motivated, hardworking, well organized, and able to handle a variety of tasks simultaneously.
  • Demonstrated track record of flexibility; ability to adapt and react quickly to unexpected changes, prioritize tasks with excellent organization skills and time management skills, anticipate problems, provide creative solutions, and meet deadlines in challenging situations.
  • Strong communication and negotiating skills.
  • Demonstrated good judgement and solution-focused decision-making skills. 
  • Strong coaching and people management skills.
  • Demonstrated ability to support excellent customer service.
  • Strong attention to detail.
  • Excellent communication, writing, and phone skills.
  • Demonstrated commitment to excellence.
  • Proficient in information technology, including Microsoft Office, Adobe Acrobat, and Association Management Systems.
  • Demonstrated ability to complete projects and assignments on a timely basis.
  • Demonstrated ability to identify and introduce new technology in the workplace.
  • Ability to work with diversity and as a team player.

Duties

  • Operational Management
    • Maintain a working knowledge of NAADAC operational policies & work with Deputy Director to ensure all policies and procedures relating to NAADAC’s Operations are appropriate for the business and operational needs of the organization.
    • Identify opportunities to streamline business processes and systems to increase speed, efficiency, and cost efficiency.
    • Manage supply chain procedures and inventory tracking of office supplies, flyers, NAADAC bookstore products, and NAADAC merchandise.
    • Manage the arrangements for deliveries of materials to and/or from the office; keep abreast of current messenger, UPS, express, and US Postal service rates, services, and regulations.
    • Communicate with the building management for any problems arising from cleanliness, comfort, security, and/or safety of leased office space. 
    • Communicate with staff about any building-related announcements.
    • Coordinate all office printing needs for normal business, products, conferences, and events, including flyers, manuals, books, awards, plaques, name badges, etc.
    • Manage special projects as directed by Leadership.
    • Coordinating food, IT, and material needs for staff meetings and retreats. 
    • Assist with programming and activities with staff meetings and retreats.
  • Information Technology
    • Work with IT team to manage IT systems for the Association, including phone system and vendor relations.
    • Develop and inform staff of IT improvements and policies, including phone, computers, copiers, vendors, software, and other related improvements.
    • Work with IT team to manage staff software licenses, usage, and training & assist staff with computer-related issues.
    • Work with IT team to manage hardware inventory and distribution of computers among staff
    • Responsible for set up and maintenance of all office equipment and hardware.
    • Work with IT team to set up meeting technology for all staff meetings, retreats, etc.
  • Event & Vendor Coordination
    • Assist Deputy Director and Director of Membership & Affiliates in management of meeting logistics (F&B, AV, housing, travel, hotel coordination, etc.) for NAADAC national, regional, and state events and trainings.
    • Assist Deputy Director and Director of Membership & Affiliates in coordinating equipment and vendor contracts for NAADAC national, regional, and state events and trainings.
    • Responsible for all conference material inventory, ordering, organization, packing, and shipping pre and post all trainings and conferences.
    • Provide onsite coordination/supervision/support for NAADAC Annual Conference and local conferences, as needed.
  • Other Duties
    • Coordination of travel and accommodations for NAADAC leadership, as needed.
    • Administrative Committee Support.
    • Seek and develop new ways to perform job duties.
    • Attend staff meetings and trainings.
    • Perform other related duties as assigned by NAADAC Leadership.

Benefits

Benefits include health insurance, dental insurance, life insurance, long-term and short-term disability insurance, 401K, paid time off, family-friendly benefits, and other benefits. Onsite positions also include free onsite parking and gym access.

How to Apply

Please email resume and cover letter to jobs@naadac.org with "Operations Manager" in the subject line. 

NAADAC provides a fair and equal employment opportunity for all employees and candidates regardless of race, color, religion, national origin, gender, pregnancy, sexual orientation, gender identity/expression, age, marital status, disability, or any other legally protected characteristic. NAADAC hires and promotes individuals solely based on qualifications for the position to be filled and business needs.