Senior Manager of Operations

Title: Senior Manager of Operations
Employment Type: Full-time/Exempt
Location: Hybrid - Atlanta, GA (2 days/week in office)
Reports To: Senior Director of Operations
Supervises: None currently

Position Summary

The Senior Manager of Operations is responsible for coordinating daily operations and resources, facilitating cross-departmental communication, tracking organizational progress, maintaining documentation, and supporting BFF's goals, objectives, and mission. This position serves as a central point of contact and support for organization-wide activities, with a particular focus on project management, organizational evaluation, and CRM administration.

The role involves supporting the execution of projects within the processes, workflows, and operations of BFF, while also taking full ownership of the organization's EveryAction CRM system to ensure data integrity, reporting capabilities, and effective cross-departmental coordination. This is a newly created position that reflects BFF's growth and need for dedicated operational coordination and data management.

General Responsibilities

CRM Administration & Data Management (30%)

EveryAction CRM Ownership:

• Own overall administration, maintenance, and upkeep of BFF's EveryAction CRM system
• Ensure data integrity and accuracy across all departments
• Develop and implement data entry protocols and standards organization-wide
• Monitor CRM usage and identify opportunities for optimization

Training & Support:

• Provide training and ongoing support to staff across all departments on CRM usage
• Create documentation and standard operating procedures for CRM functions
• Troubleshoot CRM issues and coordinate with EveryAction support as needed
• Conduct regular check-ins with departments to ensure CRM meets their needs

Reporting & Analysis:

• Generate reports for internal use across all departments
• Support departments in extracting and analyzing CRM data
• Ensure CRM supports organizational goals, evaluation efforts, and workflows
• Maintain member and program databases for accurate organizational tracking

Project Management & Coordination (25%)

Project Support:

• Assist in planning, execution, and monitoring of projects, ensuring completion on time and within budget
• Coordinate daily operations and resources for cross-departmental projects
• Schedule meetings, gather information, and ensure resources are available when needed
• Prepare materials required for project meetings
• Track project timelines, monitor progress against deadlines, and identify potential delays

Documentation & Tracking:

• Maintain accurate records of project activities, progress, and issues
• Keep track of significant decisions, next steps, and activities made during meetings
• Ensure project management frameworks are properly set up and functioning
• Create project planning calendars to track progress toward goals and objectives
• Document project timetables, work schedules, budgets, and expenses

Process Improvement:

• Analyze existing processes and identify areas for improvement
• Implement changes to enhance efficiency and effectiveness
• Identify opportunities to improve efficiency of project-related processes
• Suggest project revisions within scope of work and expertise

Organizational Evaluation & Reporting (15%)

KPI Tracking & Analysis:

• Collect, analyze, and report on key performance indicators (KPIs)
• Track organizational progress toward strategic goals and objectives
• Identify areas for improvement based on data analysis
• Generate reports on project activities and outcomes for leadership

Evaluation Support:

• Support program and organizational effectiveness evaluation efforts
• Maintain systems for tracking and measuring organizational impact
• Coordinate evaluation activities across departments
• Provide data-driven insights to inform decision-making

Operations & Logistics (15%)

Event Coordination:

• Coordinate logistics and administrative support for organizational projects and programs
• Ensure smooth execution of virtual and in-person events through strong logistical preparation
• Support BFF's organization-wide projects including preplanning and execution
• Coordinate with vendors for travel arrangements and event logistics
• Must be able to regularly lift and/or move up to 25 pounds

Resource Management:

• Manage supplies, equipment, and other resources needed for organizational operations
• Coordinate with vendors for necessary supplies and services
• Manage inventory including BFF merchandise
• Oversee receiving, storing, and fulfillment of organizational materials

Cross-Team Collaboration & Communication (10%)

Facilitation & Coordination:

• Support cross-functional communication and calendaring across teams
• Liaise between different teams, departments, and stakeholders
• Facilitate communication to ensure everyone is informed and aligned
• Ensure infrastructure supports are in place for all departments
• Support multiple projects ensuring departments are on the same page

Meeting Support:

• Provide technical assistance for departmental meetings
• Document meeting minutes and action items
• Follow up on commitments and deadlines from meetings

Systems & Infrastructure Support (5%)

Systems Management:

• Support development and documentation of standard operating procedures
• Ensure operational systems support organizational efficiency
• Maintain project management tools and frameworks (e.g., Asana)
• Support staff with technology and systems as needed

Policy Implementation:

• Ensure compliance with organizational policies and procedures
• Suggest implementation of new policies and procedures as needed
• Document and communicate operational protocols

Job Requirements

Experience & Knowledge:

• 3-5 years of experience in operations, project management, or coordination roles
• Experience with CRM systems (EveryAction experience highly preferred)
• Experience with database management and data integrity protocols
• Prior work in grassroots organizing or with Black women, girls and gender-expansive people, a plus
• Understanding of non-profit operations and cross-functional collaboration

Technical Skills:

• Advanced proficiency with EveryAction CRM or similar constituent relationship management systems
• Strong skills in Google Workspace (Drive, Sheets, Docs, Calendar)
• Experience with project management tools (Asana preferred)
• Proficiency in data analysis and report generation
• Comfortable learning and adapting to new technology platforms

Core Competencies:

• Exceptional organizational skills and attention to detail
• Strong time management and ability to manage multiple priorities
• Excellent written and verbal communication skills
• Ability to work independently and take initiative
• Strong problem-solving and analytical thinking
• Collaborative mindset with ability to work across departments
• Commitment to accuracy and data integrity

Personal Qualities:

• Self-starter who thrives in fast-paced environments
• Politically aligned with BFF's mission and Black feminist values
• Adaptable and flexible in approach to work
• Proactive in identifying and addressing potential issues
• Strong interpersonal skills and ability to build relationships
• Detail-oriented with commitment to excellence
• Dependable and punctual with strong work ethic

You Will Thrive in This Role If You Have:

• A strong commitment to Black feminist values and shifting material conditions for Black women, girls, and gender-expansive people
• Passion for systems, data, and creating order from complexity
• Enthusiasm for supporting others' work and making their jobs easier
• Natural curiosity about how organizations function and how to improve them
• Comfort with both strategic thinking and hands-on execution
• Ability to see the big picture while managing details
• Interest in being a central connector across the organization

Benefits

Excellent benefits package including IRA with employer contributions, medical and dental coverage, and professional development opportunities.

Travel

Travel as needed for BFF's semiannual all-staff advances, departmental meetings, and organizational events.

Location

This position is hybrid based in Atlanta, GA with required in-office presence 2 days per week. BFF's Atlanta office serves as the organizational hub for in-person collaboration, events, and operations. The role requires occasional lifting and moving of materials up to 25 pounds for event logistics and inventory management.

Black Feminist Future (BFF) is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, military and veteran status, and any other characteristic protected by applicable law.