Operations Manager at Allegheny Family Network in Pittsburgh, PA

Location: AFN Main Office FLSA Status: Exempt Reports To: Chief Executive Officer

Position Overview As a family-driven organization, Allegheny Family Network (AFN) requires the Administrative Office Manager to be a Family Member, defined as an individual who has raised or is currently raising a child with mental health, emotional, or behavioral challenges. The Administrative Office Manager provides comprehensive administrative, operational, and fiscal support to the Chief Executive Officer, Board of Directors, and agency staff. This position plays a critical role in ensuring the efficient day-to-day operations of the organization through strong.

Essential Functions Administrative Responsibilities

• • Board of Directors Support - Provide administrative support to the Chief Executive Officer and Board of Directors by: - Preparing and distributing Board meeting agendas. - Recording, transcribing, and maintaining Board meeting minutes. - Tracking Board email votes and communicating results to the Board Chair. - Maintaining and updating Board Bylaws. - Maintaining Board Member applications and records. - Updating Board Member titles, affiliations, contact information, and committee assignments. - Maintaining Board and Committee membership lists for county reporting requirements. - Scheduling and managing annual Board and Finance Committee Zoom meetings. - Assembling, preparing, proofreading, and distributing Board meeting materials and binders. - Copying, scanning, and organizing Board meeting documentation. - Coordinating meeting logistics, including room setup and catering.
    • General Administration
      • Assist with administrative and human resource functions.
      • Assist with AFN Fiscal Management Policies and Procedures.
      • Proofread proposals, grants, newsletters, flyers, reports, and agency communications.
      • Draft correspondence for Board members, community partners, donors, agencies, and stakeholders.
      • Assist with the Employee Handbook; policies, procedures, forms, and related documents are reviewed and updated regularly.
      • Order and maintain office supplies, equipment, and inventory records.
      • Maintain postage machine records and replenish postage as needed.
      • Process outgoing mail, including live check mailings and correspondence to families and partners.
    • Office Operations
      • Maintain current organizational charts and staff listings.
      • Update employee contact information, including email addresses and cell phone numbers.
      • Review, sort, and distribute incoming mail.
      • Scan and distribute correspondence to staff, statewide employees, and the fiscal department.
      • Maintain organized electronic and paper filing systems.

Collaboration and Relationship Management

• Participate in internal and external committees, workgroups, planning meetings, and special projects assigned.
• Build and maintain productive relationships with staff, community partners, funders, and stakeholders.
• Serve as a positive representative and ambassador of AFN within the community.
• Foster a collaborative and supportive workplace environment.

Communication

• • • Communicate relevant information to staff and leadership on a need-to-know basis.
      • Keep the Chief Executive Officer informed of organizational challenges, concerns, and successes.
      • Maintain confidentiality and professionalism in all communications.

Additional Responsibilities

• • • Prioritize workload based on deadlines, organizational needs, and agency policies.
      • Use organizational resources responsibly and efficiently.
      • Support AFN’s commitment to cultural humility, diversity, equity, inclusion, and stigma reduction.
      • Participate in professional development and training opportunities.
      • Perform other duties as assigned by the Chief Executive Officer.

Minimum Qualifications

• Required
  • • Parent, caregiver, or family member who has raised or is raising a child with mental health, emotional, or behavioral challenges.
      • Bachelor's degree in business administration, Public Administration, Communications, or related field.
      • Minimum of two (2) years of office management experience; equivalent combinations of education and experience may be considered.
      • Strong written and verbal communication skills.
      • Excellent organizational, financial management, and recordkeeping abilities.
      • Demonstrated ability to manage multiple priorities and meet deadlines.
      • Strong interpersonal skills and ability to work effectively with diverse populations.
      • Ability to identify operational challenges and implement practical solutions.
      • Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
      • Ability to learn and adapt to new technology and software systems.
• Preferred
  • • Five (5) years of administrative leadership or supervisory experience.
      • Experience working within behavioral health, mental health, family support, or nonprofit service systems.
      • Family experience navigating children’s mental health systems.
      • Knowledge of nonprofit governance, Board administration, and fiscal operations.

Working Conditions

• This position operates in a professional office environment and requires the ability to manage multiple responsibilities while maintaining attention to detail, confidentiality, and professionalism.
• Allegheny Family Network is committed to creating a culturally responsive, inclusive, and family-driven workplace that supports the well-being of children, families, staff, and community partners