Description
Job Title: Operations Manager
Location: Remote, with a strong preference for candidates based in the New York Metro Area
Employment Type: Full-time
About Mothers Against Media Addiction
MAMA’s mission is to end childhood screen addiction, support families in raising healthy kids, and prevent runaway tech. We do this by educating parents, getting smartphones out of schools, and ensuring technology products have basic safeguards like other consumer products.
Our goal is to live in a world where real-life experiences and interactions remain at the heart of a healthy childhood.
MAMA is a rapidly growing, small-but-mighty nonprofit and our focus is now shifting from start-up operations to long-term infrastructure. We operate with a lean, dedicated team who care deeply about our mission.
Position Overview
We are looking for an unflappable Operations Manager to be the central hub for financial, administrative, staffing, compliance, and project management workflows. We are a fast-paced, startup-style environment, which means priorities shift, and no job is too big or too small. The ideal candidate has a "can-do" attitude, thrives in the weeds of daily operations, and loves creating order out of complexity.
KEY RESPONSIBILITIES:
Operations & Project Management
- Oversee MAMA’s daily operations and manage workflow improvements to increase organizational efficiency.
- Project manage strategic initiatives for the Senior Leadership Team as needed.
- Provide technical support, troubleshooting, and training for a remote team of staff and contractors.
- Manage relationships and contracts with external service providers and vendors.
- Coordinate logistics for in-person team retreats and events.
Financial Management & Compliance
- Manage accounts payable and receivable processes in close coordination with our external bookkeeper and accountant.
- Oversee payroll and benefits administration via the Justworks PEO platform.
- Support budget development, monitor cash flow, and provide financial reporting to leadership.
- Coordinate all financial audit preparations and provide required supporting documentation.
- Support all State Charitable Filings in close coordination with our filing manager.
- Ensure strict organizational compliance with 501(c)(3) regulations and annual 990 filings.
Human Resources Management
- Draft and manage all W2 employee and 1099 independent contractor agreements.
- Manage the full employee lifecycle, including onboarding, offboarding, and comprehensive records management.
- Administer benefits enrollment and ensure ongoing compliance with NY, federal labor laws, and states with MAMA staff
- Support the recruitment process by drafting job descriptions, managing postings, and coordinating with the hiring committee.
Grant & Development Support
- Provide accurate remittance information on received donations to the development and finance teams, tracking and filing all supporting paperwork.
- Support financial reporting, requirements, and compliance for institutional grant submissions.
- Support the development team in navigating and managing external grant portals and systems.
Requirements
QUALIFICATIONS
- 6+ years of professional experience in operations, administration, or finance.
- Proven track record managing complex workflows and handling sensitive financial and HR data.
- Experience thriving in scrappy startups, small agencies, or lean nonprofit environments
- Ability to act as a true generalist, just as comfortable coordinating a complex financial audit with an external accountant as troubleshooting a team member's login issue or planning a staff retreat.
- Hands-on experience navigating bookkeeping/financial tracking systems and utilizing robust project management tools.
- Highly adaptable and unflappable, with the ability to handle shifting priorities.
- Proactive problem-solving skills to see around corners and fix workflow bottlenecks before they become major issues.
- Hands-on experience managing PEO platforms
Preferred:
- Experience with Quickbooks, Justworks, Bonterra/ EveryAction, Slack
- Experience working with a fully remote team
- A collaborative working style, a passion for youth safety, and a sense of humor!
