Friends of the Children

Who We Are

Friends of the Children is a nonprofit organization impacting generational change by empowering youth through relationships with professional mentors. We do this by providing children facing the most obstacles with a long-term, salaried, professional mentor, who we call a “Friend,” from kindergarten through high school graduation, 12+ years – no matter what.

At Friends of the Children, we put children first and use our values to change the way the world treats and views youth facing great barriers. As a Friend, you will nurture long-term relationships from a foundation of love, acceptance, and culturally informed practice.

Learn more about us here: Klamath Basin | Friends Of The Children - Klamath (friendsklamath.org)

Basic Function / Position Objective:  

The Operations Manager supports the day-to-day functions of our organization.  The Operations Manager is the first point of contact for people who call or visit and is responsible for assisting the Executive Director and supporting the organization through a variety of administrative functions during regular business hours.  They excel at working as part of a small team, and effectively manages multiple projects and tasks, and keeps them on track.

Essential Functions and Responsibilities

Ongoing organizational support:

• Serving as the first point of contact for people visiting or calling the organization and directing them to the appropriate person for assistance.
• Maintaining an organizational calendar of events; managing executive schedules.
• Taking notes during meetings to track action items.
• Coordinating IT support with IT provider. 
• Distributing mail and ordering office supplies.
• Developing and maintaining office procedures.
• Active participation in staff meetings and events, as required.
• Monitors the general email inbox and directs email to the appropriate parties.
• Other projects as assigned.

 Supporting the Executive Director on projects like (but not limited to):

• Preparing grant attachments, maintaining grant tracking, and facilitating communication between staff and the National finance group.
• Completing and maintaining official registrations and contracts.
• Maintaining organizational records and inventory of key documents.
• Coordinating with Friends National for meetings, compliance, and information sharing.
• Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.
• Planning employee appreciation events.

Managing financials for the chapter (but not limited to):

• Review and process all expense reports for the team.
• Process payroll for the team
• Preparing deposits, invoices, and accounts payable for the National finance team to process.
• Donation processing and updating donor records.
• Preparing mailings to donors.
• Special event registration and logistics.
• Attendance and support at special events.

 Supporting the Development Team with projects like (but not limited to):

• Donation processing and updating donor records.
• Preparing mailings to donors.
• Special event registration and logistics.
• Attendance and support at special events.

Supporting the Program Team with projects like (but not limited to):

• Staff event logistics, including scheduling, reservations, registrations, and catering.
• Food and program supply purchases.
• Assistance with surveys and data collection.
• Assistance with reimbursement process.

Human Resources functions like (but not limited to):

• Developing and implementing processes and procedures.
• Developing and maintaining work plans.
• Recruitment management and posting jobs.
• Answering employee questions about benefits, organizational policies and procedures.
• Ensuring that employee paperwork is completed and properly stored.
• Performing all necessary background checks and maintaining confidential records.
• Supervising new employee onboarding.
• Researching and selecting employee benefits for Executive Director final approval.
• Managing employee benefit enrollment and renewal processes.
• Coordinating regular trainings for staff.
• Promoting an accepting and transparent workplace.

 Maintaining facilities:

• Researching and selecting contractors as needed.
• Communicating with the landlord about safety issues and space concerns.
• Providing the Executive Director with final options for projects.
• Communication with vendors, brokers, and contractors.
• Coordinating and overseeing facility expansions or updates.

 Required Education, Experience & Abilities

• A minimum of two years of operations experience in a small office.
• Proficiency in Microsoft Word, Excel, and Outlook; familiarity with CRM databases, and office functions.
• Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
• Excellent written communication skills and attention to detail and accuracy.
• Highly organized and dependable; ability to work independently and maintain composure under pressure.
• Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
• Ability to maintain confidentiality, use good judgment, and follow procedures.
• Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend).

Salary

Starting at $45,750 - Commensurate to applicable experience.

Benefits

• Comprehensive
• Paid Holidays (11), including the 3 Floating Holidays
• Three (3) weeks of vacation
• Two (2) weeks of paid sick leave

Location: Klamath Falls, OR

Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled. Friends of the Children is committed to our community, to equal employment opportunity, and diversity in our workplace.