I. General Function
The Operations Director is responsible to the President for the day-to-day operations management of the Oceanic Society. Primary responsibility is to ensure administrative and fiscally responsible management of the organization. The Operations Director will work with the Exec. VP, and East Coast and HQ staff members.
General responsibilities are to ensure policy, liability, fiscal, and human resource operations compliance; maintain efficient, integrated operations within the bookkeeping, expeditions, programs, and database departments; oversee risk management; and serve as crisis response manager.
- Ensure policy compliance
- Monitor field station registrations
-Monitor participant payments
-Handle group agreements, compliance and billings
- Supervise Field station payroll, ensure vendors paid in timely manner
- Ensure that vendor bills reconcile with contracts and budget.
- Update budgets and forecasts as needed, and alert President to any potential shortfalls.
- Work with bookkeeper to provide timely information for financial reporting. Fill in for bookkeeper as needed.
- Review of all invoices for information accuracy
- Monitor incoming grants and contributions
- Manage the organization’s overall financial policies and accounting practices
- Prepare financial reports for funders and work with President produce annual budget for the Board.
- Coordinate with staff to prepare all financial reports for grants and contracts
- Financial planning and forecasting
- Cash management
- Optimize revenue opportunities for the organization
- Create and maintain documented systems that allow for consistent and on-going management of office operations including but not limited to regulatory filings and insurance
- Assess office needs, recommend and implement new methods, procedures or strategies to solve work problems and improve coordination and productivity
- Proactively manage database (Filemaker)
- Oversee purchasing of all office equipment and ensure price, and quality are met
- Coordinate management of and communications between various offices and field stations
- Provide necessary assistance on various programs, procedures, phone back up and contact information
- Oversee travel planning and related bookkeeping records
- Monitor 501(c)(3) compliance.
Human Resource Coordination
- Serve as human resources director and implement personnel policies and procedures
- Communicate and interpret HR compliance regulations, and ensure that employees are in compliance with regulations, policies and procedures, practices and laws
- Ensure effective work flow and operational consistency; oversee staff and program work plan and budget development
- Build appropriate staff benefits programs for Oceanic Society
- Oversee payroll and benefits and maintain personnel records
- Assist employees with human resources issues and inquires and with any conflict resolution
- Conduct employee, volunteer and intern orientations
- Desire to make a difference in the world
- Minimum of a B.A.
- Strong operational nonprofit experience, and ideally has worked 3-4 years in a management role in a socially-responsible, international organization
- Financial management experience