Description

The Director of Operations ensures the smooth and efficient internal functioning of the Oklahoma Foundation for Excellence. This role oversees financial operations, office systems, technology coordination, compliance, vendor relationships, and administrative support for organizational programs, fundraising efforts, and events. The Director of Operations plays a critical role in maintaining organizational integrity, financial accuracy, operational efficiency, and strong internal systems while supporting strategic initiatives.

Requirements

KEY RESPONSIBILITIES: 

Office Management

Serve as the primary point of contact for general office communications, including answering phones, processing incoming mail, and coordinating outgoing mail.
Maintain office supplies, equipment, and operational systems; serve as liaison with vendors, IT support, building management, copier services, and postage providers.
Maintain and organize donor management systems, digital and paper records, internal databases, and organizational mailing lists.

Finance & Fundraising Support

Manage day-to-day bookkeeping functions, including processing invoices, making deposits, and entering financial transactions into QuickBooks.
Maintain accurate donor and financial records, including processing contributions, invoicing pledge commitments, and issuing donor acknowledgments.
Prepare and transmit monthly reconciliation materials to the organization’s external accountant and coordinate year-end financial entries.
Ensure compliance with financial reporting requirements, including collection of W-9 forms and issuance of 1099s for award recipients and vendors.
Prepare financial documentation for the annual audit and serve as liaison to the independent auditor.
Support fundraising and donor stewardship efforts by generating mailing lists, processing donations, and coordinating donor mailings.

Administrative Program Support

Coordinate registration and logistical support for organizational meetings, events, and programs as needed.
Provide administrative support to the Executive Director, including board correspondence, scheduling, and meeting preparation.
Record and prepare minutes for committee meetings as needed.
Coordinate distribution of award notifications and shipment of Academic All-State recognition materials.

Selection Process Administration

Oversee the administration and operational management of selection processes for OFE programs and awards.
Maintain records and databases for current and prospective selection committee members.
Communicate timelines, expectations, and materials to selection committee participants.
Manage the online selection portal, tabulate results, maintain confidentiality throughout the process, and communicate outcomes to appropriate stakeholders.

 Systems & Technology Coordination

Assist in the management and coordination of organizational technology systems, including CRM platform, online application and selection portal, cloud-based file systems, and operational software tools.
Coordinate with external IT providers to address technology needs, troubleshoot issues, and support staff operations.
Support ongoing efforts to improve organizational efficiency through technology and process improvements.

Partner Program Administration

Serve as the primary administrative liaison for designated partner programs, including the Colonial Williamsburg Teacher Institute and Fund for Teachers.
Coordinate communications, application processes, participant support, and reporting requirements related to partner program administration.

Qualifications

Bachelor’s degree 
Experience in nonprofit administration, office management, bookkeeping, or operations management preferred.
Proficiency in QuickBooks and Microsoft Office applications required.
Experience with CRM/database systems and online platforms preferred.
Strong organizational skills with exceptional attention to detail and accuracy.
Strong written and verbal communication skills.
Ability to manage multiple projects and deadlines simultaneously.
Ability to maintain confidentiality and exercise discretion in handling sensitive information.
Ability to work independently while supporting a collaborative team environment.