Job Title: Operations Manager

Reports to CEO

Full Time, Remote Role With PST Hours

If Interested, Send Resume and Brief Interest Blurb To Admin@uprootedacademy.org

Start date: September 2024

The mission and vision of the organization

Uprooted Academy, a tech non-profit, aims to revolutionize the educational landscape by addressing the social capital disparity that disproportionately affects low-income, BIPOC, and first-generation students. Our commitment to dismantling the barriers of anxiety and confusion surrounding the college application process is unwavering. Through our innovative platform and high-quality programming, we aim to meet students and their community where they are, empowering them to pursue their dreams with confidence and determination. We envision a world where students are never alone in planning their future, a world where every student, irrespective of race, educational background, or income, has access to the necessary social capital, connections and resources to dream big and pursue their post-secondary aspirations confidently.

Overview of the position:

The Operations Manager plays a vital role in assisting the CEO by overseeing internal operations, team management, and supporting external relationships. This role sets the tone for the organization by managing internal culture, team calendar, and human resource tasks, ensuring operational excellence across all departments. With a small team and one-person departments, the Operations Manager will understand each role deeply, facilitate cross-collaboration, and ensure outcomes are tracked and shared with the entire team. They support our Heads of Sales, Success, Programs, Marketing, and Product, and collaborate with the CEO to set quarterly KPIs that move us towards our north star—impacting 20,000 students annually by 2026.

Week In the Life

On Mondays, you'll start with a huddle with the CEO, briefing her on the previous week's progress towards goals, and discussing successes and challenges. You'll likely spend the day reviewing weekly reports from the team, updating each member's Trello board, and preparing for the team’s Monday Motivation. .During the week, you'll prepare for your one-on-ones, reviewing Trello boards for staff, matching them with KPIs, and adding new information or tasks team members need to address. On Tuesdays, you'll focus on grant research, scouring databases for potential foundations or corporations that fit, assisting two team members in this process. Wednesdays might involve tracking payments, sitting in on meetings to gain clear insights on ongoing projects, and checking HubSpot to ensure smooth operations. You'll also peek at social media to ensure posts are happening and find new suggestions for your one-on-one with the marketing manager. Throughout the week, you'll manage various administrative tasks, such as making payments for the organization and joining the weekly product call to ensure the CTO and development team are making strides. Later in the week, you'll prepare for the team meeting and gather information for the CEO's board meeting.

Key Responsibilities

Operations

• Develop and implement efficient processes and systems to manage daily activities, enhance productivity, and ensure the organization runs smoothly.
• Manage and coordinate across teams, ensuring that all departments work towards common goals and maintain effective communication.
• Manage essential administrative functions such as payroll processing, managing organizational emails, and maintaining the contact box to ensure efficient day-to-day operations.
• Support administrative tasks for school and corporate contracts, including drafting proposals, preparing contracts, and processing payments. Provide onboarding and logistical support for new partners and initiatives, such as scheduling, resource allocation, mailing materials, and technology setup.
• Lead the planning and execution of major events such as virtual college fairs, virtual career fairs, and future fundraisers. Delegate tasks effectively both internally and externally to ensure all operational aspects are managed at a high level.
• Assist CEO in handling staffing requirements, including recruiting, onboarding/training, and performance evaluation. This also includes developing job descriptions, overseeing hiring processes, and managing employee relations.
• Communicates and explains new directives, policies, or procedures to managers; for major changes, meets with the entire staff to explain changes, answer questions, and maintain morale
• Assist CEO and EA in organizing and coordinating board meetings, prepare meeting materials, ensure timely communication, and follow up on action items.
• Assist CEO with outreach and relationship management for funding support to corporations and foundations, oversee contracts and agreements, execute donor engagement strategies, provide regular impact updates to donors, and oversee the grant application and management process, including identifying opportunities, writing proposals, and ensuring compliance with grant requirements.
• Overseas scholarship funds and giveaways
• Assist in researching and developing additional strategies around sales and success, marketing, and product.
• Assist with financials, yearly payments and financial forecasting.

Team Management

• Collaborate with department heads to establish quarterly KPIs and track progress towards achieving them.
• Conduct performance evaluations and provide constructive feedback to team members, recognizing achievements and identifying areas for improvement.
• Hold weekly one-on-ones with team leads to monitor progress, address challenges, and provide feedback and support.
• Oversee scheduling, ensuring efficient use of time and resources while balancing workloads across the team.
• Sit in on cross-collaborative meetings to take notes, strategize about outcomes, and ensure follow-through on action items.

Experience:

• Experience collaborating closely with small teams and directly with the CEO.
• Start-Up, Tech or Non-Profit Experience
• Highly skilled project manager
• Team Management and Collaboration
• Experience setting KPIs and creating strategy for tracking outcomes and metrics
• Proficiency in grant writing and funding research

(Must Have) Qualities

• Visionary and a Doer (we are small; you will need to get in there, as there is no one to delegate to)
• Passionate for Uprooted’s mission
• The entrepreneurial spirit that thrives in a fast-paced, dynamic startup environment
• Self-starter and risk-taker, as you will be the first in this role, and we have yet to think of everything.
• Strong attention to detail
• Love meetings, love problem solving, love puzzle-piecing solutions together, even with minimal resources
• Strong organization and presentation skills
• A propensity for relationship-building
• Growth mindset: self-reflective and open to feedback from learners, clients, and team members
• Works well in a partially remote work culture with personal laptop and secure wifi.
• Comfortable with Trello, Slack, Zoom, Google Suite, and AI

Benefits

• Compensation: Depends on experience, starting at $65,000 + health insurance stipend
• Mostly, remote position (occasional travel to conferences/events)
• Monday through Friday; core business hours are 9 AM to 3 PM PST, with flexibility to complete additional hours before or after this timeframe. Meetings and events may occur outside of normal core hours on occasion.
• Paid Time off

DISCLAIMER:

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.