Big Brothers Big Sisters of America

Operations

• Manage day-to-day departmental operations for the Marketing and Communications teams, ensuring timely completion of initiatives, deliverables, and reports.
• Develop and implement efficient systems for tracking projects, budgets, contracts, and performance metrics.
• Facilitate alignment between marketing and communications strategies, helping both teams operate with unified goals and timelines.
• Represent department leadership in internal project discussions when appropriate, ensuring decisions are informed and actions are tracked.
• Serve as the point of contact for internal and external stakeholders, ensuring clarity and responsiveness in communications.
• Coordinate workflow among team members, facilitating cross-functional collaboration with Development, Programs, Finance, and external partners.
• Oversee scheduling and logistics for department-wide meetings, events, and special projects.
• Anticipate leadership needs by preparing background materials, reports, and follow-up actions for key meetings and strategic decisions.
• Manage operational calendars for the CCO and CMO, prioritizing critical deadlines and events.
• Lead or support department projects from planning through implementation, ensuring deadlines, scope, and quality standards are met.
• Create and maintain project management systems and tools (e.g., Asana, SharePoint, Office 365) to track progress and outcomes.
• Develop, edit, and maintain process documentation, reports, and presentations for leadership and network communications.
• Identify process improvement opportunities and propose solutions to enhance department productivity and efficiency.
• Support data collection and analysis for marketing campaigns, communications performance, and media engagement.
• Collaborate with the finance team to manage department budgets, monitor expenses, and ensure fiscal accountability.
• Oversee vendor and contractor relationships, including onboarding, invoicing, and compliance with organizational policies.
• Support travel bookings for the CMO and CCO, and support receipt reconciliations for travel related expenses incurred by the CMO and CCO.
• Maintain accurate departmental records and ensure data integrity within Salesforce, Marketing Cloud, and shared systems.
• Demonstrate commitment to BBBSA’s shared leadership competencies and organizational values.
• Provide consistent follow-up regarding assigned projects and after meetings.
• Cultivate an environment where all team members feel valued, included, and empowered to achieve their potential.
• Manage related and other duties as assigned in support of department and business needs.

Operations Manager, Marketing and Communications

Accounts Receivable

• Reports to the Manager of Financial Operations; manage invoices, collections, and payment applications to maintain organizational cash flow.
• Record monthly, quarterly, and annual invoices for Agency dues and Technology license fees.
• Track agency payments of Agency dues and Technology fees and report monthly to the Agency Growth Team and other departments as requested.
• Deposit checks received at the National office weekly and ensure deposits are made to the correct account with regard to restrictions (if located in Tampa, FL).
• Reconcile weekly giving with Resource Development department records and bank account balances.
• Record deposits via accounts receivable or cash receipt entries weekly for office and online platform deposits.
• Create, review, and distribute monthly invoices and/or statements to agencies.
• Monitor accounting department email inboxes and respond to agency inquiries on payments, invoices, or other receivable-related issues.
• Independently review A/R aging reports to detect overpayments or flag agencies for collections concerns and engage with Agency Growth Services as needed.
• Collect outstanding receivables and apply finance charges where applicable; maintain accurate customer records, credit memos, and payment history.
• Prepare monthly balance sheet reconciliations and ensure the AR subledger is in balance with the General Ledger.
• Support process improvements to streamline collections and general accounts receivable activities.
• Perform other duties as assigned.

Accounts Receivable Specialist

Human Resources

• Manage and hold accountabilities for all aspects of payroll including electronic timekeeping and reporting, ensuring accuracy and timeliness in timesheet submissions, computing wages and deductions, and processing against a semi-monthly schedule
• Serve as the point of contact for all payroll inquiries and tax-related issues
• Oversee the HRIS (data management, troubleshooting, reports/dashboards, system upgrades) and ensure data integrity and user support
• Lead administration of workers’ compensation, insurance audits, and related reporting requirements
• Direct all benefits administration, including vendor relationships, open enrollment, reconciliation of billing, and employee communications
• Identify cost-saving opportunities and maintain compliance with all benefits regulations
• Conduct compensation benchmarking and market analysis to inform salary structures and role leveling
• Support the planning and execution of total rewards programs, including wellness initiatives, retirement plans, and employee recognition efforts
• Partner with the VP, HR to drive a workplace culture of trust, collaboration, and accountability
• Serve as a liaison to the Employee Engagement Committee and implement feedback loops to strengthen morale, recognition, and internal communication
• Work closely with the HR Generalist and people managers to provide performance management guidance and resolution to line management
• Manage first-tier employee relations issues and performance improvement plans
• Ensure legal compliance by monitoring and implementing applicable human resource local, state and federal requirements, conducting investigations, and maintaining records
• Develop, implement, and maintain employee policies and procedures; lead annual handbook updates
• Manage HR data systems and employee records across the employee lifecycle
• Provide KPI reports and trend analysis to the VP, People & Culture
• Advise and coach people managers on employee relations, feedback conversations, documentation, and performance challenges
• Facilitate all staff meetings and prepare the required materials
• Manage related and other duties as assigned in support of department and business needs

Operations Manager, Marketing and Communications

Accounts Receivable Specialist

Director, Human Resources