The Manager of Operations will manage a range of functions (administrative, financial, budget tracking, site organizational systems, and support materials design) for the effective operation and programs of our rapidly changing historic site. This position requires a special emphasis on office management, budget and financial analysis, and management of site resources. This position also serves as second in command at the site, serving as point person for the site when the Director is away from the office.
- Working closely with the Director of Site Interpretation & Partnerships (“Director”) manage designated aspects of day to day operations. Serve as point person for day to day operational issues, and help manage the site as delegated when the Director is away from the site.
- Monitor overall site operations and use independent judgment to ensure that issues are raised and solutions implemented in communication with the site Director.
- Directly supervise the Maintenance Technician. Manage contractor/vendor communications, coordinate ordering supplies and equipment for the site, and use independent judgment to prioritize and make recommendations for task lists for maintaining buildings and grounds.
- Provide day to day supervision of Lead Guide and hourly and volunteer guide staff: manage recruitment process and make recommendations for hiring, working with Office of Human Resources to ensure HR and payroll processes and needs are met. Ensure through Lead Guide proper scheduling and staffing for tours and events. Monitor performance and work with Director to ensure issues are raised and handled appropriately.
- Manage on-site financial transactions including drafting budgets with recommendations as to spending; reviewing bills and ensuring processing and payment; set up of vendor accounts and monitoring of contracts; filing of certificates of insurance; creation of impact reports related to visitation and programming; and close-out of monthly paperwork. Research and resolve billing or budgetary discrepancies, raising issues for review by Director or National Trust financial staff as needed.
- Coordinate site communications. Ensure timely response to voice mail, email, and website inquiries. Act as a liaison with National Trust headquarters IT staff, serving as on-site point person for management of phone, internet and other communications systems.
- Work with other staff to ensure creation of material for event and outreach mailings and project campaigns.
- Work with Site Director to build supporter relationship tracking systems and organize and monitor donor lists.
- Work with National Trust headquarters senior staff to respond to a variety of site-related inquiries regarding film, publication, photography and collections requests that offer opportunities for revenue generation and public engagement.
- Work with gift shop staff and Director to identify new vendors or items that pertain to ongoing site programs and mission. Review gift shop inventory regularly, make recommendations for allocation of resources and manage placement and receipt of orders as needed.
- Collaborate with the Director, Lead Guide and Assistant of Events & Promotions to help oversee and staff special tours or on-site events as needed, particularly big events such as the annual Needlework Show.
- Other duties as assigned.
- At least 5 years of professional experience, including experience in office and operations management in a non-profit office environment, a historical site or museum setting, or retail or other for-profit company.
- Experience in personnel supervision, budget management, bookkeeping, and accounts payable and receivable Experience coordinating facilities maintenance preferred.
- Analytical and problem-solving skills, including issue identification and prioritization.
- Project management skills with an ability to accomplish projects with general supervision.
- Strong written and verbal skills required.
- Excellent attention to detail, especially with regard to financial procedures and systems.
- Experience interacting and managing a diverse group of stake holders; being a team player with a collaborative attitude is essential. This position is highly-focused on ensuring site-wide great customer service and quick responses to unexpected inquiries and needs.
- Strong organizational experience, skills and mindset are necessary, with an ability to respond to a high volume of requests.
- Adaptable, team player attitude is vital during peak periods, such as when our houses are open to the public or events are in progress.
- Ability to continually develop skills related to the use of rapidly-changing needs of the site and best practices.
- Experience in professional use of social media is helpful, especially FaceBook, Twitter, Instagram, Pinterest.
- Intermediate knowledge of Microsoft Word and advanced knowledge of Excel are required; experience with budgets and database management important.
- Graphic design skills, especially using Microsoft Publisher, are preferred.
- Reliable personal transportation is essential for this position as the Woodlawn/Pope-Leighey House site is not easily accessible by public transit.
- Availability on occasional nights and weekends for events is required
- Minimum physical requirements include but are not limited to: ability to lift and carry up to 20 lbs on an occasional basis and sometimes more; ability to walk over uneven terrain, and to climb stairs regularly.
- B.A. (or equivalent years of experience) is required; studies in business management, non-profit management, museum management or related fields a plus. Woodlawn/Pope Leighey House is home to an innovative and growing partnership with Arcadia Center for Sustainable Food and Agriculture. An interest in the growing intersection between sustainable agriculture and social justice is a plus!