This position is with the Grapevine Colleyville Education Foundation and not the Grapevine Colleyville Independent School District.
Operations Manager & Admin. Job Description
Responsibilities: The Operations Manager/Admin is responsible for managing the day-to-day office functions and overall administrative requirements of the Education Foundation.
Reports to: Executive Director
Primary Duties:
Programs and Allocations
- Lead staff person for managing all grant and scholarship programs, working directly with the Board’s Vice President of Programs and Allocations
- Grants
-Develops annual grant application through Google Forms and Form Publisher and communicates grant opportunities to GCISD educators
-Receives applications, organizes spreadsheets, and prepares materials for the Grants Review Committee
-Maintains grant records, including applications, grant terms, and grant evaluations to measure program outcomes
-Tracks and manages donor-designated funds and grants
-Develops annual scholarship applications and disseminates the opportunities to GCISD counselors and students
-Receives application packets, organizes spreadsheets, and prepares materials for the Scholarship Review Committee
Finance
Accounts receivable
- Prepares all bank deposits through QuickBooks and maintains documentation for
Foundation files for review by Executive Director, Treasurer and external accountants/auditors
- Prepares and mails invoices when required for pledge payments, including for endowments, sports marketing, and/or other sponsorships
- Maintains donor database as a subsidiary ledger of accounts receivable
- Ensures accurate input of all donations using DonorPerfect software
- Generates donor acknowledgement letters in accordance with IRS guidelines
- Sets up and maintains portals for online credit card donations
- Creates electronic data uploads for large-volume transactions, such as GCISD payroll deductions pledges and payments
- Adds new donors, updates addresses, activates relevant codes, identifies and merges duplicate accounts, and other database maintenance activities
- Runs ad hoc reports for Executive Director as needed
Accounts payable
- Prepares all checks through QuickBooks and maintains documentation for Foundation files for review by Executive Director, Treasurer, and external accountants/auditors
Administration
- Assists the Executive Director and appropriate committees with all Foundation event planning, to include maintaining RSVP lists, recruiting and assigning volunteers, creating seating charts, designing event programs, printing name tags, and other miscellaneous duties.
- Maintains electronic and/or hard copy files for all Foundation business as required under the Foundation’s document retention policy
- Procures and maintains all equipment and supplies needed for the Foundation
- Schedules facilities for all board of directors and committee meetings
Fundraising
- Assists with coordinating Tier II sports marketing sponsors and related sign production
Community Relations
- Assists in the dissemination of marketing and promotional materials
- Works with contracted webmaster to deveolop content for Foundation website
- Manages social media sites (currently Facebook, Twitter and LinkedIn)
Knowledge, experience and attributes needed:
- Excellent computer skills with Microsoft Office products (i.e., Word, Excel, PowerPoint) and with Google applications (i.e., Gmail, Calendar, Drive, Forms, Sheets and Docs), as well as add-ons like Form Publisher
- Experience in office management and basic bookkeeping, including use of QuickBooks Online or similar accounting software
- Understanding of and experience with donor database programs (preferably DonorPerfect)
- Excellent organizational skills
- Excellent communication (written and oral) and people skills
- Experience with non-profit organizations preferred
- Education – Bachelor’s Degree preferred
Salary and work schedule:
- Annual salary range $40,000-$45,000 depending on background and experience
- Full-time, regular office hours Monday through Friday (Monday through Thursday during June and July) with additional time as needed for events and special activities
- Annual paid time off includes 5 personal days and 5 vacation days (10 vacation days beginning after first full year of employment
- Annual paid holidays for most GCISD school district holidays, including Thanksgiving week, Winter Break (2 weeks), Spring Break week in March, and week of July 4
The Grapevine-Colleyville Education Foundation is a 501(c)3 tax-exempt organization with a mission to generate and distribute funds in support of the Grapevine-Colleyville ISD through teacher grants, student scholarships, special events, and other districtwide initiatives. To learn more, visit us at www.GCEdFoundation.org. Page 2 |