UArizona Hillel – Operations Manager

Hillel International | Tucson, AZ, United States

Posted Date 10/25/2022
Description

UArizona Hillel – Operations Manager

UArizona Hillel Diversity Statement

The University of Arizona Hillel Foundation seeks diversity in its staff. That means we invite applications from different denominations and religious (or non-religious) and cultural backgrounds. We are searching for candidates of color, candidates in the LGBTQ+ community, and candidates who identify personally at any part of the incredibly rich gender spectrum.

UArizona Hillel Mission: We exist to help students build a vibrant, diverse, meaningful, and empowered Jewish community at the University of Arizona. Hillel International’s Mission: Enriching the lives of Jewish students so that they may enrich the Jewish people and the world.  Hillel International’s Vision: We envision a world where every student is inspired to make an enduring commitment to Jewish life, learning and Israel.

UArizona Hillel Overview

We are a small-but-mighty staff serving a Jewish student body of between 3,500 and 5,000. We currently offer Shabbat services most Friday evenings, and aim to add a fourth Friday a month and one Shabbat (Saturday) morning per month. We also offer high holiday services and programming, and programming for most other Jewish holidays. We additionally have a rich offering of programs, affinity groups, student leadership opportunities, Jewish education, Israel education, Israel travel, and much more. Although we encourage student-driven programming and religious services, staff curates wherever necessary, especially with the current COVID-fatigued student body. We liaise heavily with other student and religious groups on campus, including other religious institutions, the LGBTQ+ center, the Black Student Union, Greek councils, and more. We share the Jewish campus eco-system with a Chabad and an Orthodox kiruv organization called Olami, although Hillel is the only Jewish organization in relationship with the administration. We occupy a beautiful, three-story building in the heart of campus, although we also spend a lot of time outside of our building, literally meeting students where they are. The Tucson Jewish community is robust, with as many as 20,000 Jews in a greater metro area of about one million. With a beautiful JCC, Jewish agencies, myriad synagogues across the spectrum of practice, and a kosher deli and bakery, there are resources for any Jew. We have bold visions for growth at UArizona Hillel. Currently we reach about 700 students annually, and by the end of this year we plan for it to be 850. By five years from now, we plan to triple our revenue, double our staff, and be reaching five times as many students. Come grow with us!

Job Description

Start date: ASAP   Location: Tucson, AZ (remote work not possible) Reports to: Executive Director & Assistant Director Oversees: Three part-time staff members.

General Responsibilities

The Operations Manager holds agency over the functionality and efficacy of our organization—particularly relating to facilities and finance—and is often the first face people see when they walk through the door. Most importantly, the Operations Manager partners with the Executive Director to keep things running smoothly so that we can execute a bold vision and successful strategic plan for UArizona Hillel.

Facilities

  • Takes ownership over the physical plant, developing a deep sense of pride in its safety, accessibility, functionality, organization, and aesthetic.

  • Takes responsibility for the building systems, including climate control, alarm system, lighting, kitchen systems, and more.

  • Serves as the primary contact for maintenance contractors, janitors, landscaping, pest control, utilities, security vendors, kitchen equipment, and office equipment.

  • Predicts, get bids for, schedules, and tracks maintenance repairs, landscaping, janitorial, pest control, plumbing, and other services.

  • Handles facility rentals and contracts, including updating materials as needed.

  • Oversees parking lot rentals, including marketing and leasing parking spaces.

  • Curates bulletin boards throughout the property.

  • Greets people at the building; answers phones; processes mail; changes out rotating signage; waters plants.

Finance  

  • Keeps pristine records.

  • Works with staff and accountants to track and code expenses and maintain the budget class lists, chart of accounts, and topline budget; updates monthly top-line budget.

  • Makes deposits and maintains deposit log sheet of all monies coming in (credit cards, web donations, revenue streams, cash, and check).

  • Matches monies received with bi-weekly reports.

  • Payroll: inputs new hires, oversees and approves hours, processes payroll, liaises with payroll company and Hillel International support, sends bi-weekly payroll reports to accountants.

  • Liaises with auditors and helps facilitate annual audit and/or financial review process.

  • Provides coded income documentation to accountants.

  • Liaises with accountants to pay bills, obtain reimbursements, and process student stipends and scholarships.

  • Takes leadership over government grants processes and implementation.

  • Maintains merchandise inventory and sales.

Database & Development

  • Updates donor/student information in real time.

  • Enters donations and event monies into database.

  • Creates and tracks campaigns, appeals, events, etc. in database.

  • Manages data hygiene, including eliminating duplicates and other database clean-up.

  • Helps train new hires on database use.

  • Uses database to manage prompt acknowledgements for donations and tributes, including printing and sending letters.

  • Maintains portfolio of online forms related to development and fundraising.

Supplies & Events/Programming

  • Keeps careful inventory of facility supplies, including cleaning supplies, office supplies, kitchen/pantry supplies, and branded swag. Puts into place tracking and ordering protocols and replaces items when needed.

  • Keeps meticulous inventory over storage spaces, tracking what is stored where, and keeping spaces extremely organized, tidy, and inventoried.

  • Orders stationery and business cards.

  • Helps arrange items and solutions for Israel Fellow’s apartment, vehicle, and other needs.

  • Oversees furniture and linen inventory and care; oversees event set-up and breakdown.

  • Liaises with and orders from caterers and other vendors in connection with programming.

  • Works with Assistant Director to oversee food shopping, preparation, serving, and cleaning.

  • Liaises with on-site café tenant and takes ownership of kitchen oversight if and when there is no tenant, including, if applicable: cleaning and sanitization, training staff on proper dishwashing and kitchen hygiene, and delegating tasks.

  • Obtains contracts and other needed documentation and licenses, and hires bartenders and security services.

  • Liaises with the University to obtain permits and quotes for events on campus.

    Helps create and track registration forms and surveys. 

    Supervision

  • Oversees three part-time positions (office assistant and two event support positions): crafts job descriptions; manages payments and accounts receivable; hires students.

  • Supervises student workers, including schedules, responsibilities, and delegations of certain tasks within this job description (e.g., watering plants).

Communications

  • Brings a mentality of abundance to the challenge of holding lines of communication between stakeholders, so that relationships have the opportunity to flourish and grow.

  • Crafts and sends weekly student eNews and other student communiques.

  • Other small design tasks as needed (e.g., tee-shirts).

  • Crafts and posts weekly “This Week at Hillel” Instagram post.

  • Works with a variety of scheduling tools to proactively schedule and reschedule touchpoints.

  • Builds, maintains and updates select pages on the website.  

  • Works with the Assistant Director to help delegate posting on social media accounts. Creates some content.

Administrative Wizardry

  • Executes creative and proficient project management with willingness and enthusiasm.

  • Operates with extreme organization and efficiency.

  • Holds many administrative details within a scrappy organization without letting things fall through the cracks; is equally prepared to set up folding chairs and hold the operational vision for the organization.

  • Files and keeps records.

  • Helps students with a variety of small and large needs.

  • Completes other duties as assigned.

Qualifications:

  • You are a dedicated professional with five+ years of experience who is ready to take the next step in your career.

  • You have experience with managing facilities, schedules, and events.

  • You have experience with finance, budgeting, and expense tracking.

  • Some experience with payroll is desired, but not required.

  • You love systems and protocols and are ready to build and iterate them.

  • You are comfortable and/or willing to ensconce yourself in Jewish communal settings. You welcome working in an environment with diverse students across various levels of observance and belief systems.

  • You are a proactive and resilient team-player with sterling communication skills.

  • You can keep track of many threads without dropping any. You are detail oriented but also great at big-picture planning.

  • You are comfortable with basic web design software, email management, social media channels, the Microsoft suite, budgeting software, and databases. You have experience with or a willingness to quickly adopt cloud-based, project management, and other enterprise software.

  • You look forward to working with a diverse group of students, vendors, and lay leaders and balancing their big ideas and personalities with grace, enthusiasm, and an open mind.

  • You are not afraid of a big challenge, and possess excellent time-management skills.

  • You are willing to work some evenings and weekend, as much of our programming and facility rentals happen outside of the typical work week.

  • Above all, your enthusiasm shines through in everything you do, and you are ready to share it with us. If you think you’re right for this role—even if you don’t have all of our qualifications—we invite your application!

Salary & Benefits Overview: Salary range is $55,000 - $60,000. Benefits include medical and dental insurance, an unlimited paid time off policy, two weeks a year where the entire staff takes off, family and parental leave, staff wellness days, employer paid life and disability, and optional employee-paid additional insurance. You will have the option to enroll in Hillel's 403(b) Retirement Plan (“Plan”). You will be eligible to make deferrals to the plan immediately. You will be eligible for employer contributions to the Plan once you work two consecutive years of at least 1,000 hours per year.  

To Apply: Send your resume and a cover letter letting us know why you’re a great fit to [email protected]

Salary55000.00 - 60000.00 Annual
Duration
Full Time
Organization Type
Hillel
Benefits
Retirement Plans | Dental | Life Insurance | Medical Insurance | Paid Holidays | Paid Vacation | Parental Leave | Sick Days
Job Location
US

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