Operations & Programs Associate

Operations & Programs Associate (Full-Time) Job Description

The Operations & Programs Associate is the person who keeps PhilMO running day-to-day – providing the essential administrative and coordination support that our operations, programs, and Member experience depend upon. This full-time, at-will role reports to the Operations Director and works closely with our Learning & Network Manager.

This opportunity suits people at different points in their career. For someone early on, it’s broad, hands-on exposure to how a statewide nonprofit runs – finance, governance, membership, programs, and technology all in one seat. If you’ve already built these skills elsewhere – in a nonprofit office, small business, or corporate operations role – it’s a chance to apply your experience to advance a meaningful mission with a lean team.

What matters most is being detail-oriented, organized, and genuinely curious about the work.

Title: Operations & Programs Associate

Reports To: Operations Director

Status:
Full-Time, 37.5 hours/week; non-exempt

Where: Hybrid with approximately 1-2 days/week in the statewide office in St. Louis (Delmar DivINe, 5501 Delmar Blvd Ste 310A, St. Louis, MO 63112); in-person work is driven by team and program needs

Hours: 37.5 hours/week, with occasional early mornings or evenings to support Board, Member, and community events

The Associate supports several members of the team. Approximate time allocation is below; in practice, priorities will flex with PhilMO's program calendar and operational needs.

Operations & Administration (30%)

• Prepare weekly vouchers and coordinate expense requests, credit card receipts, and record-keeping (copies and scans).
• Record check deposits, maintain office records, and make bank deposits as needed.
• Maintain banking paperwork and authorized signatures; support annual audit requests.
• Monitor the organization's mailbox, info inbox, and main phone line, responding or routing promptly.
• Maintain physical office space, including an inventory of supplies and serving as a contact for services and subscriptions (phone, copier, and similar).
• Support contract, vendor, and renewal tracking in coordination with the Operations Director.
• Maintain accurate, well-organized digital records and assist with data hygiene in PhilMO's systems.

Program Support (45%)

• Provide logistical and administrative support for programs, meetings, and Networks – including scheduling, registration, reminders, and follow-up communications.
• Manage survey tools (Survey Monkey, Google Forms); update dashboards and records.
• Assist with online event registration and respond to routine requests for support.
• Help prepare program materials and coordinate event logistics, including food service and on-site support as requested.
• Support communications, including content for newsletters, website, and Member outreach.
• Attend programs (virtual and in-person) and provide hands‑on coordination support.

Membership Operations (10%)

• Prepare and send Member renewal invoices (electronic and hard copy); record dues receipts in the CRM and file records.
• Process new Members: send welcome letters and invoices upon approval, and provide website and Member Directory access upon payment.
• Send dues and grants acknowledgements; maintain accurate, up‑to‑date Member records.
• Monitor email‑marketing tools to keep contact records current and clean.

Governance & Executive Support (10%)

• Establish calendars for agenda‑setting and meeting reminders; add Board and committee meetings to the CRM.
• Prepare initial agendas for staff review; receive RSVPs and prepare Board and committee packets.
• Prepare written minutes for Board and committee meetings.
• Collect new Board Member onboarding items, including conflict‑of‑interest forms and headshots; assist with Board thank‑you and annual gifts.
• Provide occasional scheduling and administrative support to the President & CEO.

Sector Learning & Professional Development (5%)

• Engage in individual and team learning, building familiarity with the philanthropic and nonprofit sector.
• With the supervisor, identify and pursue meaningful professional development aligned with the role and personal growth.