About this role
Position Profile The Operations and 5K Director reports to the Executive Director and works across the organization to ensure smooth, effective day-to-day operations while strengthening systems and processes. This highly hands-on role oversees financial and office administration, volunteer operations, technology, communications, and special projects, including the fall and spring city-wide 5Ks. The ideal candidate is organized and proactive, a strong problem solver who can manage multiple priorities, anticipate needs, take ownership of projects, and move between planning and hands-on execution. 5K Operations Lead end-to-end planning and execution of the fall and spring city-wide 5Ks, including timelines, vendors, logistics, equipment, supplies, volunteers, communications, and event-day operations. Manage event inventory, storage, participant and vendor data, and registration and event logistics inquiries. Work with staff, vendors, volunteers, and partners to anticipate challenges, troubleshoot issues, and ensure successful events. Conduct post-event reviews and implement improvements for future events. Financial & General Operations Manage routine financial administration, including bills, staff and vendor reimbursements, program registration invoicing, accounts payable and receivable, expense tracking, and follow-up on outstanding invoices. Maintain accurate receipts, transaction coding, and supporting documentation and provide materials to the external bookkeeper in a timely manner. Prepare routine financial information and reports and support monthly reconciliation in coordination with the Executive Director and external bookkeeper. Oversee day-to-day office operations, including supplies, equipment, records, email portals, and organizational systems. Assess and improve organizational processes, proactively identifying opportunities to increase efficiency and address operational challenges. Maintain accessible and organized electronic records and document key processes and institutional knowledge. Oversee organizational technology systems, platforms, portals, and related operational needs. Lead staff onboarding, orientation, and offboarding. Manage special projects in support of the strategic plan and serve as a resource to staff for day-to-day operational needs and problem-solving. Volunteer Operations Oversee the general volunteer program, including recruitment, outreach, scheduling, communications, engagement, and follow-up. Partner with the Development Manager on corporate volunteer relationships and opportunities. Coordinate volunteer events and maintain organized systems for tracking volunteers, opportunities, schedules, and event needs. Represent the organization at volunteer and outreach events, including volunteer fairs. Communications & Marketing Support Coordinate the organization-wide communications and social media calendar and develop, create, and post social media content in collaboration with staff. Maintain the website and organizational digital and marketing assets, including photos, stories, logos, videos, and other collateral. Support the development of organizational marketing materials in collaboration with internal and external resources.