Operations Manager

Role

Operation Manager’s main responsibilities include overseeing and organizing all race related events, equipment, record maintenance and administrative support to the Executive Director. 

The Kyle Pease Foundation hosts an average of 20-25 race related events annually and limited special events.  Races typically take place on weekends or holidays.  The Operations Manager would oversee all race logistics and pre-planning for race related events.  The KPF Team would divide day of/event responsibilities and each team member would be expected to attend 10-12 in person events as the lead. 

General responsibilities listed below include organizing all race and program related events and supporting special events and administrative needs of the Foundation.

Responsibilities

Operations

●        Races and/or Social Runs:

○        Work with team on communication pre and post event

○        Lead/Organize race coordinators and/or attend event

■        Leads might be expected to arrive at events up to 2 hours before start

○        Gather information needed for specific equipment needed for in-chair athletes and push-assist volunteers

○        Arrange, if needed, additional volunteers

○        Draft and distribute all communication to attendees and volunteers

○        Conduct volunteer orientations and direct them for event responsibilities

○        Coordinate food/beverage needs for attendees, including set up and clean up

○        Provide promotion needs to marketing, as needed

■        Including notifying marketing of events to be added to website and registration site needs

●        Event/Race responsibilities will vary based on KPF staffing at the activity.  Below are general tasks for events and planning:

○        Be familiar with teams/pairings and be able to answer questions as needed

○        Responsible for picking up race packets at designated location (or assigning a volunteer to do so)

○        Greet volunteers and athletes and provide information as needed

○        Coordinate KPF race personnel and expected needs for events

○        Ensure everyone has a team to participate with at race

○        Ensure all teams have crossed the finish line

○        Be available to answer questions about KPF (this could include evenings or weekends)

●        KPF Race Team (formally Tri Team)

○        Develop application form and process with Executive Director and Race Team Captain

○        Assist captain in securing commitments and appropriate paperwork, including fundraising goals

○        Serve as point person for Race Team captain and all members

○        Engage Marketing and Development as necessary

○        Manage regular communications and needs for Race Team Captain to entire team, to include but not limited to, upcoming race needs for KPF pushers, list of teams individual races, fundraising page needs, branded materials needed from marketing and anything to support the Race Team and their commitment to raise awareness and funds for The Kyle Pease Foundation

●        Equipment

○        Be familiar with the differences between types of racing equipment

○        Work with Warehouse Coordinator and Program Coordinators to ensure the following:

■        Coordination and communication with Cannon Cyclery regarding maintenance and repairs

■        Follow up with Cannon Cyclery to ensure repairs have been completed in a timely fashion

○        Ultimate responsibility over inventory of loaned equipment and personal equipment in KPF warehouse

●        Volunteers & Athletes

○        Assist with recruitment of volunteers and athletes

○        Outline and lead orientation

○        Manage screening of volunteers and athletes, including background checks

○        Establish “Event Lead” volunteer role and support event leads as needed

○        Outline standard procedures for events, volunteers and staff related to races

●        Non-Team Events

○        Varying roles from point of contact, to assisting ED with logistics, communication, and negotiations.

●        Other/Administrative Support

○        Manage google suite for all KPF accounts including oversight of all email addresses

○        General communication with volunteers and in-chair athlete families, Foundation partners, etc.

 

General

 

●        Administrative tasks:

○        Manage Foundation General calendar (time off, meetings, etc)

○        Schedule and run monthly Operations meetings with assistance from Executive Director and staff as needed

○        Assist in booking hotel rooms and travel arrangements as needed

○        Manage shipping of on-line orders

○        Other administrative tasks as assigned

●        Assist Development with Peer to Peer Campaigns as needed – This could go to marketing

●        Other duties as assigned

Supervision

●     Supervises program coordinators and race volunteers

Job Qualifications

Minimum qualifications:

●        Bachelor’s degree preferably in Sports Management or equivalent work experience

●        Experience in managing databases

●        Proficient in G Suite and Microsoft Office applications

●        Excellent communication skills

●        Previous customer service experience

 

Preferred qualifications:

●        1-3 years experience in nonprofit recreation

This position will require night and weekend availability, customer service and administrative support to the Executive Director.

Reports directly to the Executive Director.