Description

Position Description: Operations Manager

Supervisor: Executive Director

Mission Statement and Organizational Overview
Healthy Mothers, Healthy Babies (HMHB) is a 501(c)(3), non-profit organization that endeavors to improve the health, safety, and well-being of Montana families by supporting mothers and babies, age zero to three. Since 1984, through programs and partnerships with national, state, and local organizations, HMHB-MT has provided services, advocacy and leadership to improve the health, safety and well-being of Montana’s who are pregnant, parenting and caregiving for our youngest children through prevention, education, training, and monitoring health and health-related services. The organization develops and carries out a variety of programs focused on preventing Montana’s most critical issues that impact maternal and child health. To learn more, please visit: www.hmhb-mt.org.

HMHB adopts and promotes systemic approaches to improve the health, safety, and well-being of Montana families by supporting mothers, babies and families with children aged zero to three. HMHB coordinates public health media campaigns, operates an online resource guide and accompanying warmline for families who are expecting or raising children age zero to three, hosts a perinatal mental health conference attended by more than 325 professionals each year, coordinates meetings and projects for multiple collaborative initiatives, and partners with medical providers and other stakeholders to educate and empower families and providers about issues impacting healthy pregnancies and early childhoods.

Functioning as a strong team, employing the philosophy of servant leadership, each team member is empowered to bring their passion, creativity, and innovation to work to improve maternal and child health in Montana. HMHB is a fast-growing agency with deep values rooted in care for those we serve and one another.

Position Purpose
The Operations Manager will support the day-to-day operations, finances, and human resources of HMHB, helping ensure that staff, partners, and programs have what they need to succeed. Working closely with the Executive Director, the Operations Manager develops and maintains policies, systems, and procedures that promote efficiency, compliance, and organizational health. This position plays a key role in making sure HMHB’s operations reflect our values of excellence, equity, and care for families and communities across Montana.

Key Responsibilities:

Operations Management (50%)

• Collaborate with the Executive Director to develop and execute an annual operations plan that ensures HMHB is working towards operational excellence in support of the organization’s strategic plan and mission.
• Collaborate with the Executive Director to update and revise HMHB policies and procedures as needed, including supporting the Board of Director’s governance calendar.
• Develop and implement standardized operational procedures and policies to drive consistency and efficiency for staff, contractors and partners. Review policies and procedures annually.
• Create and sustain systems to maintain official records and documents, ensuring compliance with federal, state, and local regulations. Train and assist staff in using these systems to promote consistency and continuity across the organization.
• Oversee organizational systems and accounts for software, equipment, programs support tools, assisting staff in account management and access.
• Assist with programmatic and operational duties as needed to ensure HMHB is meeting its contractual, legal, and operating obligations.

Financial Oversight (25%)

• Collaborate with Directors to monitor budgets and expenditures across programs and projects ensuring alignment with organizational financial goals and grant and contract adherence.
• Assist in accounts receivable, accounts payable, contracting and purchasing processes and provide guidance to staff and contractors as needed to do the same.
• Assist with ensuring compliance with all financial regulations relevant to nonprofit operations.
• Provide support in compiling and organizing data for grant reporting, year-end summaries, and the annual impact statement.
• Support contracting between HMHB and third-party vendors, ensuring continuity, efficiency, accuracy, and compliance.

Human Resources Support (15%)

• Train and support staff in policies and procedures as necessary.
• Assist with recruitment, onboarding, and training of new staff.
• Assist Executive Director with management of employee benefits and ensure accurate and up-to-date employee records.
• Assist Executive Director with maintaining compliance with labor laws and nonprofit HR standards.

Other (10%)

• Help to create an inclusive, welcoming and accessible environment and work culture for all individuals in regards to diversity which may include geography, race, ethnicity, socioeconomic status, immigration status, veteran status, sexual orientation, gender, sex, age, ability and religion.
• Work with program staff to ensure effective and efficient program delivery.
• Perform other job duties as assigned.

Requirements

Successful Candidates will have:

1. A passion for HMHB’s mission.
2. Proven experience in organizational management within a nonprofit setting.
3. Proven experience in budgeting and financial reporting.
4. Minimum of a 2-year degree in nonprofit or business administration, or a related field. Equivalent years of experience will be considered.
5. Strong written and verbal communication skills, including instructional and organizational policy content.
6. Ability to manage multiple priorities in a fast-paced environment.
7. Ability to take responsibility for tasks and to be of service to staff, partners and Board of Directors as needed.

Knowledge of: Nonprofit compliance, regulations and best practices; human resources; software, particularly MS Office Suite, Dropbox, and Monday.com; general accounting practices; event coordination; travel planning and office management.

Demonstrated Ability in: organizational management; developing and ensuring compliance with organizational policies and procedures; exercising strong communication and interpersonal skills; efficient time management; ability to build and maintain systems to support individual and staff duties.

Physical and Environmental Demands: The position requires the ability to work independently and efficiently, exercise good judgment in a home-based or office setting, and requires sitting or standing for long periods of time. If working from the HMHB office you must be able to climb a flight of stairs, as the office is located on the second floor of a building that does not have an elevator.

Salary: This position is offered with a variable-hour range of .85-1.0 FTE, which equates to 34-40 hours per week. The pay range is $55,120- $64,480 per year for 1.0 FTE and will be offered based on knowledge, skills, and abilities. HMHB offers employee benefits including paid time off, health insurance, and cell phone reimbursement. Details are available on request.