Operations Manager - USTA National Headquarters

Where you can shine: 

• Oversee management and organization of activities related to the regular and daily operations of the organization, including: 
• Streamline and optimize day-to-day operations to enhance efficiency and effectiveness.
• Improve operational management systems, processes and best practices. Develop and implement standardized processes and procedures to improve workflow and resource utilization.
• Collaborate with department heads to ensure operational alignment with organizational goals.
• Work closely with the Chief Executive Officer and management team to set and/or implement policies, procedures and systems. Ensure compliance and align with company objectives.
• Purchase supplies and oversee storage and inventory efficiency with department contacts.
• Monitor daily office operations and ensure an organized, and efficient workplace. Address potential issues if and when they arise.
• Provide support in change management.
• Oversee and support routine HR functions, ensuring effective management and seamless operations, including:
• Support department heads in human resources functions, including recruitment, onboarding, performance management; and staff relations.
• Facilitate the maintenance of all seasonal recruitment and hiring materials as well as applications and new employee orientation.
• Work in collaboration with all departments to ensure consistency amongst all areas of personnel management and onboarding.
• Oversee employee activities with the goal of improving employee engagement. Foster a positive and inclusive workplace culture through employee engagement initiatives. Build and maintain an annual calendar of engagement. 
• Establish and maintain employee files and related confidential personnel records. Work with department heads to review job descriptions annually.
• Coordinate the scheduling and planning of organization-wide staff meetings and retreats.
• Serve as liaison regarding HR matters and communicate/administer all personnel policies, employee guidelines, company policies/payroll procedures, and training for staff.
• Establish and cultivate relationships with outside HR consultants and third party vendors.
• Liaise with our National office on the Shared Service program including processing and functioning of payroll.
• Facilitate internal financial data sharing and liaise on certain routine financial activities, including:
• Act as the primary point of contact to the USTA National Financial Shared Service Team: 
• Review and gather monthly financial statements and reports. Manage the distribution of applicable reports to department heads for review and input.
• Source and provide any required supporting documentation for general ledger reconciliation as requested by USTA.
• Coordinate with department heads to review financial results and transactions of their department and raise any queries.
• Submit invoice requests, submit, review and approve all vendor invoices and review & approve employee expense reimbursements.
• Support the annual budget development process in partnership with the Executive Director & CEO.
• Assist USTA with audit requirements and queries to ensure audits are completed accurately and efficiently. Meet with the auditors, as requested.
• Manage the relationship with any outside vendors or contractors pertaining to finance.
• Provide support to the Executive Director & CEO, including:
• Exercise discretion in organizing and maintaining the CEO calendar.
• Manage calls and visitors, arrange and coordinate appointments, meetings, and functions; prepare and provide appropriate documentation to assist with meetings.
• Anticipate the needs of the CEO and determine the priority of matters for the attention of the CEO; redirect or handle matters as appropriate and resolve conflicting demands on her time.
• Coordinate travel arrangements, and assist with scheduling meetings and visits.
• Manage highly confidential and sensitive information as well as occasional, urgent, time-sensitive matters.

Who You Are: 

• Track record of success: 2+ years of proven success in an operations or HR role.
• Mission and culture contributor: First and foremost - someone committed to the mission and vision of USTA New England.
• Excellent communicator: Someone who is skilled at and enjoys keeping everyone informed about what is going on and can do so succinctly and compellingly. This includes written and verbal communication.
• Best in Class Customer Service: Beyond just answering questions, someone who thrives while problem solving and helping others. You have a track record of engaging others and have solid conflict resolution skills. We seek someone who respects and embraces the diversity of everyone whom they encounter whether virtually or in person.
• Eagerness to Innovate: We don’t like to follow the status quo. We want members of our team to constantly innovate - find new ways to be more effective, explore processes and tools that reduce workload, tweak and build our programs and services through new ideas and concepts.
• Savvy Computer Skills: Proficient with Google Drive and Microsoft Office Suite. Comfortable learning and using new technology platforms. Familiarity with social media platforms including but not limited to Meta, Instagram, LinkedIn, YouTube, etc.
• Great organizational skills and follow-up: Someone with a good foundation of personal organization that gives you the confidence to reach deadlines and achieve outcomes amidst competing priorities.
• Superstar Initiative: Someone who is self-motivated, action-oriented, and resourceful in accomplishing your work. You are someone who will do whatever it takes and is meticulous about follow through. Someone who thinks ahead and is proactive in your approach to your work.
• We Care For Our People: Beyond individual contributions, we seek someone who enjoys brainstorming and working with volunteers as well as internal and external clients. You have a track record of effectively steering, deploying, or engaging others towards specific desired outcomes.
• Minimum qualifications: Must live in New England. Must be able to travel to the Westborough, MA office at least once a week. Some light weekend work and travel may be required for this position.

Benefits