Operations Manager
تفاصيل الوظيفة
Position Summary
We are looking for a dynamic and dedicated individual with strong administration skills, and previous experience in managing team operations to join the team as soon as possible. The person we re looking for will have the initiative, experience and skills required to ensure the smooth running of the operational side of the Alumni Leadership Team s work to enable the team to focus on strategies to unleash the impact of the 100,000 Teach For All network alumni across the world.
The ideal candidate will genuinely love administration, operations and data management; and derive job satisfaction and enjoyment from developing systems and processes which bring ease and efficiency to the team. You will thrive working in a small team environment within a large organization being able to own the administration and logistics for the Alumni Leadership Team, and will have the skills to navigate organizational complexity. You will provide proactive, high-quality leadership for team admin and operations. This is a key role in the Alumni Leadership team enabling the team to deliver to exceptional standards and increase our impact.
You will enjoy the opportunity to work closely with several team members to support the delivery of their work. You will build strong relationships with key stakeholders across the organization to ensure effectiveness in your role (e.g. Teach For All s Finance, Communications and Data Teams). You will also share the team s passion and commitment to developing and connecting alumni leaders across the world.
This role will be part of the Alumni Leadership Team reporting directly to the Head of Alumni Leadership, and working on a day to day basis with the five Directors in the team. You will be responsible for leading the following four areas:
As the Operations Manager at Teach For All, you will engage in the following and/or similar activities:
• Serve as the team s budget manager/liaison, processing expenses & reimbursement for alumni e.g. travel expenses and expenses from the Communities & Connections Fund
• Purchasing flights for alumni through Teach For All s travel booking system (Concur guest booking feature) and working with external travel companies (e.g. Key Travel)
• Owning the management, tracking and processing of contracts and invoices for interpretation and other consultants on Upwork
• Tracking team spend against budget, and be able to respond to any queries about the team spending and budget
• Collaborate with Finance and the team to ensure Teach For All s process for managing liabilities for alumni self-organized learning (including use of legal waivers) is up-to-date, and provide training & support to the team and colleagues in other teams who are supporting alumni self-organizing to follow the process. This includes tracking and storing signed waivers.
• Being the team point of contact with Teach For All s Finance team to develop and maintain any systems and processes related to any of the above.
Support team programming
• Support the set up and maintenance of systems to track and monitor data which enables the team s work e.g.
• applications for Teach For All s Communities & Connections Fund
• baseline data about our partner organization s alumni function, and the support we provide to them
• Support Director - Global Alumni Connectivity with operations related to delivering global programmatic partnerships with external organizations e.g. OECD, Steven's Initiative
• Provide administrative and operation support to 4 x Regional Directors - Alumni Leadership with their regional programming for alumni e.g. creating application forms, tracking event attendance
• Support the team to execute a system to transfer the data we re collecting about alumni via our online platforms (Facebook and LinkedIn groups) to grow our Salesforce database and newsletter subscriber list.
• Collaborate with the team to efficiently organize program/membership application data, meticulously reviewing form submissions, and establishing a streamlined system for effortless review and selection of applicants.
• Support the team to respond to daily queries from colleagues about alumni engagement using Salesforce
• Support the team to review and edit transcriptions for podcasts and videos.
Case Study creation
• Support the team to maintain a database of alumni impact stories for the team which will also be used by other teams (e.g. Communications)
• Regularly populate a template for alumni impact stories when sent content from the team, to help quickly build out a bank of powerful alumni stories that we can share with key stakeholders easily via WhatsApp/Slack and LinkedIn.
Team Admin Management
• Managing and leading the improvement of team systems and processes for team meetings and communication; including scheduling meetings across global time zones and organizing the agenda
• Taking notes at team meetings, compiling into coherent documentation and assigning delivery of actions to appropriate team member
• Scheduling and organizing the logistics for team professional development (e.g. team DEI fellowship)
• Owning team reflections processes and celebrations (Birthdays, years of service)
• Support the Head of Alumni Leadership to create and share timely reports and updates for internal and external use to secure and maintain investment in our work
Education & Technical Experience
• Passion for operations and injecting ease into systems and teams
• Strong organizational skills and the ability to assess, prioritize and manage a varied workload
• Strong computer literacy Microsoft Word, Microsoft Outlook, PowerPoint, Excel (intermediate)
• Proficient in the collection, categorization, and analysis of data, with an ability to create streamlined systems that optimize our data management processes.
• Excellent use of Salesforce, or similar CRM system
• Ability to show initiative and creative thinking to solve problems independently by identifying challenges/areas of improvement and implement solutions
• Exceptional eye for detail
• Excellent writing and communication skills. English fluency required. Fluency in other regional languages is a plus.
Additional Knowledge, Skills & Abilities (Desirable)
• Strong problem-solving skills and takes initiative
• Highly organized and efficient
• Strong planner and ability to prioritize tasks
• Strong written & verbal communication skills
• Strong interpersonal skills
• Effective influencer
• Keen to learn
• Keen to support
• Can do attitude
• Finds comfort in organization and precisionCompany Industry
Education
Training
Teaching
Department / Functional Area
Maintenance
Operations
Keywords
Operations Manager
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