The Operations Manager is primarily responsible for the smooth running of our international
headquarters, including office administration, finance, communications, and data management, and is
involved in many aspects of our work, including audience engagement, volunteer coordination,
maintaining our directory of Quaker meetings in the Americas, and fundraising. This position interacts
via telephone and email with vendors, volunteers, donors, individual Quakers, and meeting
representatives. This position is full-time, non-exempt with benefits, and is directly responsible to the
Executive Secretary. The duties of the Operations Manager may vary, but include:
Administration and Finance
- Office management: manage vendor relationships, maintain supplies, handle building-related
issues and petty cash. Process mail, email and phone messages. Maintain accurate paper and
electronic files and records.
- Work with contracted bookkeepers with regard to billing, banking, contracts, financial
reporting, and other duties as needed. Review monthly chart of accounts to track expenses.
- Work with the Executive Secretary and Finance Committee in annual budget preparation,
monthly analysis and daily control.
- Coordinate data collection and update records through online and paper surveys,
newsletters, and reports. Synchronize and maintain records in Constant Contact and
DonorPerfect. Update publications catalog and meeting directory information in custom
database. Query and export lists and reports as requested. Suggest improvements on coding
and cleaning data, and implement as approved.
- Actively manage administrative work and committee support. Assignments include
preparation for and attendance at committee meetings and conference calls, and follow
through on committee decisions.
Communications and Development
- Process online and mailed donations. Perform complex data entry of donations and contact
information using DonorPerfect database, process and reconcile credit card and bank debit
information with donors and with bank processor. Merge, print and mail thank you letters to
- Coordinate Section communications and editorial calendar, for Section E-newsletters, annual
report, advertising. Compose written communication in both English and Spanish languages,
and edit materials written by others. Maintain website and social media outlets (Facebook,
- Work with volunteers on Communications and Correspondence Program Groups.
Desired skills and experience
- Minimum one year’s experience in an office setting.
- Preference for completion of academic degree, or certification in non-profit management.
- Proficiency in MS Office programs required. Experience with DonorPerfect Online,
Quickbooks and Constant Contact software, web layout and HTML preferred.
- Competency in written and spoken English, numeric literacy with computational and
analytical skills. Fluency in Spanish strongly preferred.
- Training or experience with accounts receivable and accounts payable, non-profit accounting
and budgeting practices
- Experience with public relations, marketing and or social media; experience managing a
website essential, using Dreamweaver and WordPress preferred.
- Experience directing and working with volunteers to carry out program activities.
- Ability to work independently and as a team and ask for help when needed, strong attention
to detail, and organizational and time management skills. Ability to follow policies and
procedures and to problem-solve when non-routine situations arise. Discretion, integrity, and
respect for confidentiality, willing to undergo a thorough background check.
- Familiarity with and sensitivity to the different branches of the Religious Society of Friends
(Quakers) required. Membership strongly preferred.
This position is full-time (35 hours per week), non-exempt, in salary range 4, $32,104-$45,872, with
benefits including paid vacation and sick leave, health insurance (medical, vision, dental), long-term
disability and life insurance, commuter transit, and retirement. The position is located in the Friends
Center office building in Philadelphia’s Center City, near transit and parking.
The Friends World Committee for Consultation, founded in 1937, encourages fellowship among all
the branches of the Religious Society of Friends. In the Americas, the Quaker community extends
from the Arctic to the Andes, spanning a rich diversity of regional cultures, beliefs, and styles of
worship. FWCC Section of the Americas offers programs that unite Friends across the hemisphere
through Spirit-led fellowship. For more information, visit www.fwccamericas.org.
Please send a cover letter and resume to firstname.lastname@example.org by March 15, 2018. Expected
start date will be May 15, 2018. No phone calls or text or Facebook messages will be returned.