Position Summary 

The Operations Manager independently manages recurring operational responsibilities and the systems, processes, and records that support the organization’s financial, human resources, development, and administrative functions. The position ensures routine operational work is completed accurately and on time, anticipates needs and resolves routine issues, and maintains clear procedures and reliable documentation.

The Operations Manager plays an active role in managing organizational software, databases, and information systems; maintaining accurate and accessible data; supporting staff use of technology; and identifying opportunities to improve workflows, reduce manual processes, and strengthen organizational efficiency.

 

Essential Functions & Responsibilities 

Systems, Data & Process Management 

• Support effective use of organizational software and digital systems, particularly Microsoft 365 applications such as Teams and SharePoint. Provide first-line staff support, troubleshoot routine issues, and coordinate with software vendors or technical support when needed. 

• Administer the donor CRM in coordination with the Development Director, including campaign tracking, routine reporting and exports, data maintenance, and processes that support accurate and consistent donor records. 

• Maintain the integrity, organization, and accessibility of operational data, digital files, and records, and support consistent staff use of organizational document and information management practices. 

• Maintain operational calendars, checklists, procedures, and system documentation; monitor recurring responsibilities and deadlines and follow through to ensure assigned operational requirements are completed accurately and consistently. 

• Explore existing software capabilities and, in coordination with the Director of Finance and Operations, identify and implement opportunities to improve workflows and make better use of organizational technology. 

Core Operations & Administration 

• Manage recurring financial administration, including bi-weekly payroll processing and accounts payable; as needed deposits and contribution entry and reconciliation, and processing related, established financial reports. Ensure transactions are accurately recorded, supported by complete documentation, and prepared for required review and approval. Maintain vendor and banking documentation. 

• Maintain complete and organized financial, personnel, and other organization records. Gather supporting documentation required for grants and fundraising administration and other organizational requirements monthly or as needed. 

• Support administrative HR processes, including infrequent recruitment logistics, employee onboarding and offboarding tasks, annual benefits enrollment and changes as needed, biweekly PTO tracking, and annual renewal of required personnel records with ongoing maintenance. 

• Maintain the organizational grants calendar and grant files; track application, reporting, and other grant deadlines; provide timely reminders and follow-up to responsible staff; and provide administrative support for grant applications and reports as needed. 

• Conduct routine donor administration and stewardship in coordination with the Director of Development, including gift processing, donor acknowledgments and thank-you letters, routine donation reporting, and reconciliation of donor and financial records. 

• Coordinate logistics and administrative support for internal meetings and events, including quarterly board meetings and quarterly staff retreats, routine staff meetings and trainings. Support the maintenance of board rosters and required annual documentation, distribute and post quarterly board materials, and provide reminders and follow-up as needed. 

• Manage routine organizational administration, including the main phone line and email account, office supplies and weekly mail and physical bank deposits. Support the purchase, setup, and tracking of staff equipment and technology resources. 

  

Position Requirements 

Work Location & Job Requirements 

• Must reside and maintain a private, secure remote workspace within West Virginia, with reliable high-speed internet capable of supporting cloud-based applications and regular video conferencing. 

• This is a remote position requiring occasional in-person work and travel within West Virginia (approximately 5%) for meetings, events, and operational responsibilities. 

• Must reside within a practical distance of a UPS Store and organization banking location and be able to retrieve and process organizational mail and bank deposits as required. 

• A valid driver’s license and proof of automobile insurance are required for job-related driving responsibilities. 

• Must provide a reliable personal smartphone and phone number for work-related use, capable of supporting organization-approved applications for communication, timekeeping, and security. A communications reimbursement of up to the amount established by organizational policy is provided. 

• The position requires substantial computer-based work, including extended periods using a computer and participating in virtual meetings. 

Required Qualifications 

• Minimum of four years of relevant experience in nonprofit operations, financial or HR administration, or a comparable administrative role. 

• Demonstrated ability to independently manage multiple responsibilities and deadlines with a high degree of accuracy, organization, attention to detail, and follow-through. 

• Strong critical thinking and sound judgment, including the ability to anticipate needs, resolve routine issues, apply established policies and requirements, and appropriately handle confidential information. 

• Strong technology aptitude, including proficiency with Microsoft 365 applications and the ability to learn, administer, and troubleshoot software and digital systems, maintain reliable data, and identify opportunities to improve processes and workflows. 

• Strong written and verbal communication skills, with the ability to communicate information, procedures, and requirements clearly and professionally. 

• Ability to adapt, learn, and take proactive ownership of responsibilities in a dynamic work environment. 

 

Preferred Qualifications 

• Experience with nonprofit financial systems such as QuickBooks Online and CRM platforms such as Bonterra EveryAction, or comparable systems. 

• Experience processing payroll and accounts payable/receivable and providing administrative support for grants management. 

• Experience working in a remote or distributed work environment. 

 

Benefits 

Current benefits include generous PTO, fully employer-paid health, dental and life insurance for the employee, and a 6% employer retirement contribution. We support a hybrid work-from-home model and provide monthly reimbursement toward internet and/or smart phone expenses. All employees receive a laptop, printer, and basic office supplies to support remote work. 

Reasonable Accommodations Statement 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

Application details:
Please send to admin@wvrivers.org with your last name and the position title in the subject line. Example: “LAST NAME – Operations Manager.” The interview process will include a screening call, panel interview(s), and final applicants may be asked to complete a skills test. A stipend will be provided to those who complete the test. 

 

West Virginia Rivers Coalition is an equal opportunity employer, and all qualified applicants receive consideration for employment with regard to any classes or characteristics protected by law. This document does not represent a contract of employment. West Virginia Rivers reserves the right to change this job description and/or assign tasks for the employee to perform, as the organization may deem appropriate.