Operations Specialist

About MCF Staff

Staff of the Minnesota Council on Foundations are in a special position to provide service and leadership to Minnesota’s vibrant philanthropic community. MCF staff efforts are aligned to: deliver an excellent member experience; ensure organizational strength; advance equity, belonging, diversity and inclusion (EBDI) within MCF and throughout the field of philanthropy; and encourage equitable, effective and principled philanthropy in support of Minnesota communities.

MCF is a learning organization focused on continuous improvement, particularly as it relates to organizational commitments to the Principles for Philanthropy and EBDI. MCF programs and services are designed in response to member needs and community conditions, and when possible, in partnership with nonprofit community organizations and government partners. MCF work is guided by its 2022 Strategic Framework and carried out through the efforts of internal teams, and collaborations with members, partners and stakeholders.

The Operations Specialist is responsible for supporting operations work across the organization, including administrative, human resources, and finance practices and processes. The Operations Specialist works closely with the VP, of Operations to ensure the organization is performing efficiently and effectively, including well-functioning office management. The Operations Specialist should have a passion for details and organization, understanding how critical their role is to the overall success of MCF’s mission.

This is a collaborative support role, and the ability to exercise good judgment in a variety of situations, strong written and verbal communication skills, and the ability to maintain a realistic balance among multiple priorities is critical. The Operations Specialist must be able to work under pressure at times to handle a wide variety of activities. The duties of the Operation Specialist are expected to be delivered with the utmost care and diligence, and confidentiality when necessary.

The Operations Specialist plays a key role in the organization, collaborating with the VP of Operations to ensure continuous improvement and organizational strength. This role reports directly to the VP of Operations.

• Manage the MCF office to ensure a welcoming and hospitable environment, and well-functioning operations, serving as the liaison between various office-related vendors and outsourced technology.
• Provide operational management to all staff through supporting regular all-staff meetings, including meals and IT, supporting all-staff celebrations, and managing all staff calendar invites.
• Make travel arrangements and provide logistical support for external MCF member events as needed. Arrange food and materials for external meetings as needed.
• Implement policies for and direct the storage, confidentiality and safety of written and electronic records for the organization.
• Maintain all applicable licenses and registrations.
• Serve as the point person for office management duties, including ordering office/conference supplies, mailing services, special errands, organizing supplies
• Assist with the answering of telephone calls and directing calls, general emails and mail appropriately.
• Manage various MCF memberships, including United Philanthropy Forum, MRA, and MCN memberships
• In consultation with the VP, Operations, maintain compliance in all matters related to insurance (D&O, general liability, etc.),
• Identify and manage necessary upgrades in systems, changes in vendors, and new approaches to office management, collaborating with the VP of Operations
• Suggest and support implementation of cyber and IT emergency preparedness plans and new policies, collaborating with the President and/or VP of Operations as needed

• Responsible for basic bookkeeping, including day to day payment processing, invoicing, employee reimbursements, deposits and credit card reconciliations
• In coordination with the Grants & Partnerships Specialist and Membership Manager, ensure proper recording of all revenue, including grants, sponsor ships, and membership dues
• Provide support to the external accountants in coordination with the VP of Operations
• Support annual budget creation in coordination with the VP of Operations and tracking of various administrative expenses.
• Maintain and produce monthly operations credit card expense report in alignment with annual budget.

• Support the VP of Operations in…