Reports to: SVP, Operations & Strategy
Location: Chicago, IL (Hybrid)
Status: Full Time, Exempt
Salary: $65,000-$73,000
Position Overview
Operations Manager is a detail-oriented professional responsible for core operational functions that ensure the smooth and efficient administration of the National Anti-Vivisection Society (NAVS) mission. This role combines grant management, event logistics, office management and is the back-up to the Development Specialist for donation processing. The ideal candidate will be a self-starter, have strong organization and communication skills, a passion for animal advocacy, and the ability to thrive in a flexible, collaborative nonprofit environment.
Key Responsibilities
Grant Management
The Operations Manager is responsible for managing grantmaking operations of NAVS and its sister agency, the International Foundation for Ethical Research (IFER), including but not limited to BioLEAP grants, Humane Science Awards, IFER Graduate Fellowships, Board-directed grants, and any other grant-making programs adopted by NAVS and IFER.
The Operations Manager will:
- Serve as the primary administrator and owner of Tahua
- Maintain the primary relationship with the software company
- Learn and activate all features of the platform required by NAVS and IFER
- Provide instruction manual and training for users
- Answer questions and troubleshoot issues for users
- Lead the Grant Management Cycle
- Set annual grant cycle calendar (i.e. launch, due date, awards) and record in the NAVS / IFER organizational calendar
- Confirm that all grant applications are complete and accurate; perform completeness checks of all applications, follow up with applicants as needed
- Communicate with and respond to all applicants with timely, accurate, and mission-aligned responses; provide reminders of deadlines to all applicants
- Facilitate the Grant Approval Process
- Assign grant review committees as selected and vetted by program staff; review and confirm that there are no potential conflicts of interest
- Provide eligibility and scoring criteria, rubrics, and deadlines to grant review committee
- Ensure that grant approvals follow established NAVS policies and procedures (i.e. Board directed or other grant amount)
- Document the recommendations of the grant award committee with all supporting details
- Lead the Grant Awards
- Communicate the decisions of the evaluation committee to applicants
- Disseminate award letters, contracts, and reporting requirements
- Submit payment request for approved grants
- Lead all Grant Reporting
- Follow up with grant awardees to ensure reports are submitted on time and are accepted by program staff prior to any further grant payments
- Share awards and status reports with Communications Director for digital content, interview opportunities, and communicating impact to constituents
Operations Management
The Operations Manager will manage all assigned day-to-day operations including,
- Monitor incoming mail, e-mails and calls. Collaborate with relevant team members to ensure timely, accurate, and mission-aligned responses to all constituents
- Maintain the office space supplies, office equipment and the physical space, including serving as the primary point of contact with our landlord
- Oversee office vendor and service contracts, including maintaining up-to-date records and monitoring auto-renewal clauses and termination timeline
- Maintain orderly and accessible digital and physical files for NAVS’ operations, ensuring compliance with retention policies and organizational needs
- Support all conference, exhibit and event planning including inventorying all supplies and materials and distributing to event locations
- Assist with all special events, including fundraisers, cultivation & stewardship events, program events.
- Support the development and maintenance of guidelines for operations processes and procedures
- Maintain a high level of professionalism and compassion in all communications with staff, supporters, partners, and the public
- Contribute to operational planning and assist with special projects and organizational initiatives as needed
Development Support
The Operations Manager will partner with the Development Specialist to ensure that all donations to NAVS are received and recorded in our CRM on a timely basis,
- Support the organization as a power user within NAVS’ CRM and gift processing system, Virtuous
- Deposit all donations received at NAVS office via the remote check deposit process and retain the appropriate backup documentation
- Serve as a backup to the Development Specialist to,
- Ensure timely and accurate gift entry, especially during busy donation seasons
- Support generation of donor acknowledgment letters and year-end tax letters
- Research miscellaneous and pass through donations received
- Distribute special donor correspondence, welcome kits, and appreciation gifts
- Collaborate with accounting manager to support monthly gift reporting
- Assist in tracking and managing grants received by NAVS
Other duties as assigned
Overall, the Operations Manager will be a critical partner to the Senior Vice President of Operations, ensuring NAVS and IFER staff have the support and resources to be able to achieve our mission advance science without harming animals.
Qualifications
- Education: Bachelor’s degree or equivalent work experience
- Experience: 3-5 years of relevant experience in nonprofit development, grant management, and nonprofit operations
- Core Competencies:
- Experience with Grant management and CRM databases
- Proficiency in Microsoft Office Suite and project management tools.
- Familiar with gift processing, and acknowledgment protocols.
- Passion for animal protection and alignment with NAVS’ mission and values.
- Excellent project management skills
- Proficient at managing several projects simultaneously
- Attention to detail, accuracy, and organizational skills.
- Ability to handle all phases of assigned projects, from concept to delivery
- Ability to prioritize without missing deadlines
- Excellent written and verbal communication skills.
- Proven track record of collaborating with others
- Comfort working independently in a hybrid environment
- Flexible and adaptable
- Ability to handle sensitive and confidential information with discretion
