Ops Manager

CADE seeks a full time Manager of Grants, Operations, & Administration to join the organization’s team. This is a senior professional position supporting/reporting to the Executive Director (ED) and working in close collaboration with CADE’s bookkeeper.

CADE is in a time of growth and is in need of a highly organized Operations Manager able to wear multiple hats (as is common in small nonprofits) to handle a range of organizational functions–from grants management, to assisting the ED and bookkeeper with finance administration, to HR, to operations and general administration to keep the organization running smoothly. 

The ideal candidate is a self-starter, thrives in a fast paced digital environment, enjoys wearing multiple hats, takes pleasure in managing the smallest details, lives by a calendar, flourishes building new operational/administrative systems, and prospers working with a dynamic purpose-driven team deeply committed to the mission.

Note: CADE is making internal systems changes to transition from a white-led organization to a multicultural organization. The ideal candidate will be familiar with and committed to anti-racist agendas and be prepared to participate in CADE’s process of creating a more equitable food system and future.

CADE’s office is based in Oneonta, NY (Otego County) with most staff working a hybrid or remote schedule. This position requires an in-office presence, but accommodation can be made for a hybrid remote/physical presence with a minimum of 2-3 days per week in the office. Candidates must therefore have a valid driver’s license and car or access to reliable transportation.

RESPONSIBILITIES:

Grants & Contracts Management (50%)

• Assists ED in logistical fundraising tasks (i.e., managing online grant application accounts, tracking grant application deadlines, monitoring matching obligations) 
• Collaborates with ED in liaising with funders/Grants Officers
• Leads all grants administration (processing new grant paperwork, managing submission of grant narrative/financial reports and financial requisitions prepared by ED/program staff/Bookkeeper, assembling financial backup, managing records retention, keeping grant accounts active, etc.)
• Orchestrates an organizational calendar with reminders/deadlines for ED/staff leads/Bookkeeper to ensure timely submission and accountability to grant obligations
• Manages organizational vendor or earned income contracts and related payment schedules, working with Bookkeeper on disbursing or requesting payments 

Finance Management (10%)

• Close collaboration with ED/Bookkeeper to administer financial functions and fiscal compliance to policies (e.g., ensuring staff follow procedures)
• Supports requests from ED/Bookkeeper or Board Finance Committee for Board meetings or other annual financial review processes
• Makes local bank deposits and manages annual applications for bank line of credit to support organizational cash flow
• Pulls corporate credit card statements, compiles receipts and back up for staff using CADE’s ticketing system
• Prepares and manages strict calendar of recurring payables and billings often monthly or quarterly to assist ED/Bookkeeper with timely payments

Human Resources (15%)

• Ensures all staff submit biweekly timesheets for funder billing/requisitions

• • Act as organizational liaison to IRA retirement fund provider, payroll company, workers comp, unemployment insurance and other insurance providers (health, dental, liability, officers),  ensuring payments, sign-ups/renewals, etc are administered

• Manages paid time off systems, approvals, and oversight of accruals 

• Manages staff personnel files
• Manage outreach promoting new staff positions, managing review process, interviews, notifications, offer letters, on-boarding/orientations
• Alert staff to internal policy change (eg employee manual)
• Oversee compliance with annual anti-sexual harassment training law among staff or other relevant labor laws ensuring organizational compliance
• Manages logistics of annual performance review processes

Operations / General Administration / Executive Assistance (20%)

• Support all aspects of organizational efficiency in operations and administration, introducing new systems as needed
• Answering phones or general (non-client) email inquiries 
• Daily mail pick up from post office, handling/routing office mail
• Manage office inventory, ordering equipment or restocking office supplies
• Manage office maintenance requests
• Manage agendas and handle logistics of biannual staff retreats for program/org planning
• Lead efforts to streamline internal operational systems and procedures that support programs and organizational efficiency
• Help manage shared drive, use of Hubspot,  and all other knowledge management systems
• Provide executive assistance to ED as needed

Equity and sustainability (5%): 

• Shares CADE’s values: Collaboration, Sustainability and Regenerative practices, Equity and Inclusion, Innovation, and Transparency
• Appetite for bringing diversity, equity, and inclusion to an organization with significant work to do to advance these agendas inside and out

QUALIFICATIONS:

• 5-7 years experience in at least 2 areas: grants management at a nonprofit (ideally with experience administering federal and/or State grants), office management, HR, operations/administration, executive assistance 
• Basic familiarity with financial / budgeting systems
• Familiarity with online data management systems (ie Hubspot, Salesforce) and Google Suite, and ability to keep systems current with latest organizational and communications tools
• Self-starter, highly organized, able to manage a staff calendar of multiple ongoing deadlines
• Ability to stay on task but pivot as needed based on organizational need
• Excellent communication and problem solving skills
• Ability to pay close and accurate attention to details
• Ability to juggle multiple tasks and priorities
• Ability to work in a fast paced, multi-cultural environment
• Interest in local food and farming, a plus

Salary and benefits

This is a full time staff position for 40 hours/week with a starting annual salary range of $50,000-$55,000, depending on experience, to start mid-January 2023.

Benefits include:

• full health and dental insurance coverage for the employee, and up to half coverage for partners/dependents
• 3% employer contribution toward an IRA retirement fund
• 3 weeks paid vacation (4 weeks after 3 years employment), 12 days paid holidays, 3 personal days, 5 sick days per year
• $25 monthly stipend toward their personal mobile phone for work use.

To Apply

Please submit a letter of interest and resume to careers@cadefarms.org by December 10, 2023. When applying, please include Manager, Grants, Operations, & Admin Application in the subject line. No phone calls please.  

Farmers, people of color, persons with disabilities, women and LGBTQ+ individuals are encouraged to apply and will be given priority consideration for the position.