Operations and Administration Manager

OrganizationThe Centreville Immigration Forum's (CIF) mission is to implement sustainable programs that provide immigrants in need with the means to improve their lives and become more integrated into the community; improve communication and cooperation among groups serving immigrants; and build community recognition of our strength in diversity.CIF's programming includes:

• The Centreville Labor Resource Center (CLRC), its largest program, which provides a safe space where worker and employer can come to agree on terms for jobs.
• English and Skills Training classes for professional development by focusing on building employability and self-sufficiency through investing in our member’s growth.
• The Centreville Commission for Labor Justice (CCLJ) fights to end wage theft and provides aid to workers who did not receive fair compensation.
• The Women’s Empowerment Project gives voice to women and family needs in the community to build partnerships to meet their needs.
• Financial Empowerment programs which teach fair labor standards, financial literacy, and tax help for better integration.
• Families Reunite a Fairfax County Certified parenting program for families that have been reunited after an extended time apart.
• Organizing and partnering with advocacy organizations to give a voice to the community and break down barriers to employment and integration.
• Accompaniment services for members in need to legal, medical, and other appointments to help navigate complex systems.
• Member Mondays a day open for social service providers and volunteers to help members with forms and other necessary paperwork to better navigate their networks.All of our programs include workers in leadership and decision-making, which support the self-sufficiency of low-income immigrants.Position SummaryThe Operations and Administration Manager is responsible for CIF's day-to-day administrative and operational infrastructure. Reporting to the Executive Director, the Manager coordinates financial administration and the CIF’s relationship with its outside bookkeeper; maintains human-resources, compliance, insurance, data, technology, and office systems; and provides dependable administrative support across the organization. This is a hands-on position for a resourceful professional who can improve systems while also completing the detailed work required to keep a CIF operating accurately, efficiently, and on schedule. This position will supervise volunteers, interns, or, as required, administrative support personnel, but does not formally supervise program staff. The position reports to the Executive DirectorSpecific ResponsibilitiesFinancial AdministrationServe as the primary staff liaison to CIF's outside bookkeeper and ensure that complete, accurate, and properly coded financial information and supporting documentation are submitted on schedule.Coordinate invoices, payments, deposits, reimbursements, accounts receivable, credit-card documentation, payroll inputs, and other routine financial processes in accordance with established approval procedures.Maintain organized financial records and track expenses by program, grant, contract, and restricted funding source.Review monthly financial reports, research discrepancies, coordinate corrections with the bookkeeper, and prepare budget-to-actual information and explanations for the Executive Director.Support annual budgeting, financial forecasting, grant reporting, tax preparation, audits or financial reviews, and the maintenance of appropriate financial procedures and internal controls.Organizational Administration and ComplianceManage CIF's mail, routine correspondence, records, forms, administrative files, and other day-to-day organizational support needs.Maintain a master calendar of corporate filings, registrations, licenses, insurance renewals, grant requirements, and other compliance deadlines; prepare and organize required submissions and supporting documentation.Coordinate CIF's insurance matters, including renewals, certificates of insurance, coverage records, and claims documentation, and manage unemployment-insurance accounts, reporting, and related records.Develop, document, and maintain administrative policies, procedures, and the employee handbook in coordination with the Executive Director and appropriate professional advisers/board committees.Maintain orderly electronic and physical records and strengthen document-retention and confidentiality practices.Human Resources and Internal CoordinationCoordinate employee onboarding, personnel documentation, leave records, benefits administration, required notices, and offboarding, and maintain confidential personnel files.Administer established personnel policies and procedures consistently and coordinate routine questions with the Executive Director or outside human-resources advisers/board committees.Coordinate internal administrative communications, staff calendars, meeting logistics, shared deadlines, and follow-up on CIF-wide action items.Support staff coordination and workflow without assuming responsibility for programmatic direction, performance evaluation, or discipline of program staff.Data, Technology, and Office OperationsPerform and coordinate data entry, data cleanup, reconciliation, quality control, and routine reporting across organizational systems.Review the CIF’s databases, spreadsheets, shared files, and administrative workflows; recommend and implement practical improvements in accuracy, efficiency, accessibility, and consistency.Establish clear procedures and staff guidance for entering, reviewing, storing, protecting, and reporting organizational data.Manage office supplies, equipment, vendors, facilities needs, software accounts, and general office operations.Maintain an inventory of computers, phones, software licenses, and other technology assets, and coordinate technology setup, user access, maintenance, security practices, replacement, and outside technical support.Contractor and Volunteer AdministrationCoordinate the administrative aspects of contractor relationships, including agreements, invoices, schedules, documentation, and follow-up on established deliverables.Maintain CIF-wide systems for volunteer and intern applications, screening, onboarding, records, hours, confidentiality requirements, and recognition.Work with staff to ensure that volunteers and interns receive appropriate assignments, orientation, supervision, and risk-management guidance.Executive and Board SupportProvide the Executive Director with concise and timely operational, financial, compliance, and administrative updates and identify matters requiring executive decisions.Prepare operational and financial materials for Board and committee meetings as requested and support implementation of approved policies and decisions.Undertake other related duties consistent with the position’s purpose and the needs of CIF.Required QualificationsAt least three years of progressively responsible experience in nonprofit operations, administration, finance administration, office management, or a closely related area.Demonstrated experience preparing financial documentation, coordinating routine financial processes, or working effectively with an outside bookkeeper, accountant, payroll provider, or similar service provider.Strong organizational and project-management skills, including the ability to manage multiple deadlines, maintain accurate records, and follow detailed work through to completion.Strong proficiency with spreadsheets, shared-document platforms, databases or constituent-management systems, and common office technology, with the ability to learn new systems quickly.Sound judgment, discretion, and a demonstrated ability to handle confidential financial, personnel, volunteer, and organizational information.Clear and professional written and verbal communication skills in English and the ability to work collaboratively with staff, contractors, volunteers, Board members, and outside providers.Commitment to the organization’s mission and to respectful, inclusive, and community-centered practices.Preferred QualificationsCandidates should possess strong operations and office management skills, including workflow coordination, facilities oversight, and systems organization.Candidates should possess administrative support skills such as scheduling, documentation, data entry, and maintaining accurate records.Candidates should possess communication and interpersonal skills, including clear written and verbal communication and the ability to work collaboratively with staff, volunteers, and community members.Candidates should possess basic financial and budgeting skills, including expense tracking, invoice processing, and support for grant or program reporting.Candidates should possess problem-solving and organizational skills, including attention to detail, time management, and the ability to prioritize multiple tasks.Familiarity with nonprofit operations, social services, or community-based organizations is beneficial.Proficiency with common office software (e.g., email, spreadsheets, word processing, shared drives) is expected.Bilingual or multilingual abilities, particularly in languages spoken by local immigrant communities, are a strong plus.Experience working with immigrant, low-income, or diverse communities and a demonstrated commitment to equity and inclusion are highly valued.An associate or bachelor’s degree in business administration, nonprofit management, public administration, or a related field—or equivalent relevant experience—is preferred.CompensationSalary range: $60,000-$70,000. CIF has a generous set of benefits to accompany this salary.Equal OpportunityCIF is an equal opportunity employer,APPLY by sending a cover letter and resume to apply@thecifva.org