Operations Lead

Join Hands ESL, Inc.

Operations Lead

Full‑Time
• East St. Louis, IL

Salary: $40,000 to $50,000 plus benefits depending on experience

Join Hands ESL is a community‑based nonprofit serving children and families in East St. Louis, Illinois. For over 30 years, the organization has worked alongside the community to provide consistent support, build strong relationships, and create pathways to long‑term stability and success.

Through youth programming, family support, mentoring, and educational initiatives, Join Hands ESL meets people where they are, offering not just services, but a trusted presence in their lives. Programs are designed to support both immediate needs and long‑term growth, helping children, teens, and families navigate challenges and access new opportunities.

At its core, Join Hands ESL is grounded in relationships, dignity, and community. The organization is committed to creating safe, supportive spaces where individuals and families can thrive, and where meaningful, lasting impact is built over time.

The Operations Lead is a full‑time role that supports the Executive Director by owning day‑to‑day operations, financial management, and internal systems. This person ensures the organization runs efficiently, remains compliant with funding and reporting requirements, and has the infrastructure needed to grow.

This is a hands‑on role for someone who is equally comfortable building a budget tracker and coordinating with an external accountant — a detail‑oriented operator who takes ownership, works independently, and brings order and clarity to a growing organization.

Reports to:

Executive Director

• 1. Operations Management & Internal Systems
  • Oversee day‑to‑day operations to ensure efficiency and alignment with organizational priorities
  • Coordinate internal systems, workflows, and processes across staff and functions
  • Maintain and continuously improve administrative systems, tools, and documentation
  • Manage organizational calendars, scheduling, and internal coordination for leadership
  • Coordinate vendors and contractors, including tracking agreements and deliverables
  • Identify and implement process improvements and operational efficiencies
  • Assist with Board Development and management.
• 2. Financial Management & Oversight
  • Own day‑to‑day financial operations, including:
  • • Quick Books management
  • • Bill pay, invoicing, and deposits
  • • Expense tracking and categorization
  • • Income and donation tracking
  • Maintain accurate, up‑to‑date financial records to support organizational decision‑making
  • Coordinate with external finance support as needed, including preparing and organizing financial data, communicating updates, and ensuring timely submission of required documentation
  • Maintain record of donations and assist with thanking benefactors.
• 3. Financial Tracking, Reporting & Budget Monitoring
  • Lead internal financial tracking and reporting in coordination with the Executive Director
  • Develop and maintain internal financial tools including budgets, trackers, and dashboards
  • Track organizational and program‑level budgets against actuals on an ongoing basis
  • Flag variances, risks, or inconsistencies to the Executive Director promptly
  • Provide timely, accurate financial data to support informed decision‑making
• 4. Development, Grant & Compliance Administration
  • Coordinate organizational development and grant‑related administrative tasks, including:
  • Documentation collection and organization
  • Required evaluation data
  • Report preparation and support
  • Submission tracking and deadline management
  • Monitor funder timelines and requirements proactively
  • Track grant expenditures and ensure alignment with funding requirements
  • Maintain documentation needed for audits, reporting, and funder compliance
  • Assist with donor and benefactor correspondence and thank yous
• 5. Human Resources & Administrative Support
  • Support onboarding and offboarding processes
  • Maintain employee and contractor records with strict confidentiality
  • Assist with hiring coordination, including scheduling and candidate communications
  • Support implementation and documentation of internal policies and procedures

• Financial and administrative…