Associate Manager of Operations

The Associate Manager of Operations will provide critical support across various operations sub-departments. This position will manage tasks and support select operations, financial, and administrative responsibilities. The Associate Manager of Operations will ensure continuity and efficiency in operational, financial, and administrative workflows, enabling NCODA to achieve our strategic goals effectively.

Responsibilities

Operational Support 

• Support for Key Roles: 
• Provide support to the Manager of Operations & Partnerships for operational complexities as agreement volume increases, including agreement and grant generation. 
• Assist the Manager of Accounting with partner invoicing, member honoraria processing, and expense report review and approval. 
• Assist the Manager of Operations by handling tasks related to Treatment Support Kits (TSK) production and inventory management. 
• Administrative Optimization: 
• Assume select administrative tasks currently handled by the Manager of Marketing and Communications. 
• Ensure seamless execution of operational activities and timely communication with internal team members and external stakeholders. 

Financial Oversight and Reporting 

• Manage routine financial obligations, including tracking expenses, reconciling accounts, and supporting the annual budget planning process. 
• Collaborate with the Manager of Accounting to ensure accurate financial documentation and compliance with internal policies. 
• Process and validate expense reports and invoices to maintain financial accuracy. 

Inventory and Workflow Management 

• Oversee inventory documentation and monitoring for TSKs. 
• Work with operational leads to streamline kit production, shipping, and invoicing. 

System Management 

• Partner with the Manager of Operations to refine the Salesforce functionalities to align with NCODA’s operational needs. 
• Maintain accurate documentation and updates in FishBowl® manufacturing software for TSK inventory. 

Continuous Improvement 

• Identify opportunities to enhance efficiency in operational and financial workflows. 
• Provide recommendations for improvements in administrative and financial processes. 
• Develop training materials and provide training to team members for key tasks as needed. 

Qualifications

Required: 

• Bachelor’s degree in business administration, operations, finance, or related field. 
• Experience with project management, financial reporting, and operational workflows. 
• Proficiency in QuickBooks Online, Salesforce (or related CRM), and the Microsoft 365 Office suite. 

Preferred: 

• PMP certification or advanced degree in a related discipline. 
• Prior experience supporting cross-functional teams in nonprofit or healthcare settings. 
• Strong analytical skills and the ability to manage multiple priorities effectively. 

Hours: 

Full-time position; Syracuse, NY (and surrounding areas). Required 3 days a week in Cazenovia office and considered 2 day remote work.

Organizational hours are Monday through Friday, 9 AM to 5 PM EST, with variable hours based on operational needs. 

Travel: 

Less than 10%.