We're Hiring - Operations & Systems Coordinator, Part-time (Charlotte)
News & Announcements
April 11, 2025
OPERATIONS & SYSTEMS COORDINATOR JOB DESCRIPTION
Supervisor: Chief Operating Officer
Classification: Non-exempt, hourly, 20 hours per week
Alongside Families is seeking a part-time (20 hours per week) Operations and Systems Coordinator who will be the key leader to build out sustainable workflows and ensure smooth processes for the organization. This candidate will also be responsible for managing payroll, bookkeeping, some human resources related duties, organizational compliance needs, process review and refinement, technology implementation, and reporting.
Process Oversight & Improvement
Financials & Human Resources
Data, Communications & Reporting
Technology Ownership & Improvement
Our Mission: Alongside Families exists to connect isolated families to local church communities that champion family preservation and thriving.
Alongside Families is a non-denominational, Christian nonprofit religious organization with a statement of faith and Christian fellowship commitment that all board members, staff, partner churches, and volunteers affirm.
Our Hosting Ministry Team: We are a volunteer-driven, staff-supported organization in Mecklenburg County focused on family preservation.
Our dedicated volunteers serve the community and are supported and directed by our staff who passionately invest their lives in engaging churches, supporting and training volunteers, coordinating the hosting of children and coaching of parents, and much more.
Our Core Values:
Gospel-Centered: We live out the Great Commandment and the Great Commission
Grace: We suspend judgement and seek to understand
Community: We serve as a village, not alone
Relationship: We pursue relationships, not transactions
Dignity: We empower and do-with rather than compel and do-for
Bravery: We do hard things to love well
QUALITIES & SKILLS NEEDED: Willing to engage in clear discussions about faith and personal testimony. Experience in a human services-related field or in a nonprofit preferred. Payroll and administrative experience and strong ability with finances/numbers required. Candidate will be required to capably search out and implement tools and processes to improve organization efficiency. Candidate should be able to quickly learn and skillfully use new technology. Candidate should be proficient in: Microsoft Outlook, Word, and Excel, QuickBooks, form builders, case management systems, and several other software platforms. This role will thrive on managing lots of details, handling a lot of incoming information, and effectively communicating details to staff and volunteers to make sure staff and volunteers are well-informed and supported. Must be very self-motivated and able to work efficiently and effectively without needing close oversight. Excellent organizational skills, attention to detail, able to prioritize importance of tasks. Bookkeeping experience and knowledge of generally accepted accounting principles a big plus.
Bachelor’s degree or equivalent experience required.
ROLES & RESPONSIBILITIES The Operations and Systems Coordinator has four primary areas of responsibility:
Process Oversight & Improvement
Financials & Human Resources
Data, Communications & Reporting
Technology Ownership & Improvement
1. Process Oversight & Improvement
Key leader to seek and build out sustainable workflow systems for the organization.
Regularly review organizational processes across all areas to determine areas of inefficiency or less than optimal service.
Create proposals for process improvement to present to the Chief Operating Officer.
Work with staff and volunteers in various areas of responsibility to create documentation of processes and process flowcharts.
Regularly review and update the Programs Policies & Procedures manual to ensure it reflects current organizational policy.
2. Financial & Human Resources
Complete payroll and expense reimbursement processing within established timelines and track PTO records for each employee.
Research and implement improved employee processes, including mileage and expenses.
Oversee bookkeeping and monthly reconciling of the budget.
Create financial reports for the CEO and board of directors.
Maintain accurate records of gift-in-kind donations and restricted funds use.
Maintain a basic understanding of human resource laws related to payroll & other employment topics.
Work with Chief Operating Officer to develop Employee Handbook and ensure it accurately reflects current practices.
Maintain legal compliance of the organization through annual filings of required nonprofit documents.
3. Data, Communications & Reporting
Create monthly reports of Alongside Families statistics and impact utilizing the CMS reporting system and submit to Chief Operating Officer.
Gather weekly records from staff members; collaborate with Chief Operating Officer to create and send out a weekly activity newsletter to larger database; send monthly communications to church partners and agency partners.
Oversee donor appreciation, including primary ownership of sending acknowledgements and thank you cards to donors.
Maintain donor records in a CRM.
Prepare reports from the case management system on a quarterly basis for various staff members as needed for reporting to community partners and stakeholders. Identify additional reporting needs.
Gather reporting information needed for grant applications.
Research, develop, and implement program measurement tools and surveys.
4. Technology Ownership & Implementation
Become an expert in the CareTogether CMS and oversee staff data integrity.
Drive research and selection of key technology needs for the organization.
Manage Alongside Families OneDrive, Microsoft 365, website, Grasshopper phone system, QuickBooks, and community platform.
Assist employees and volunteers with the implementation of the hardware and software needed for their roles; seeking and scheduling event space and managing vendors as needed.
Be prepared to report in team meetings on activities related to each area of responsibility as well as actively participate in discussions about other areas of the ministry.
Help staff troubleshoot technology difficulties with organizational software platform
Other Considerations:
Candidate must live in the greater Charlotte area. Candidate must be able and willing to transport clients (adults and children) if needed and must have their own reliable transportation, automobile insurance, and a driver’s license.
This position is primarily remote but requires in-person participation in staff meetings, events, and training.
Candidate must be able to pass background checks: fingerprinting, federal and state criminal background checks, sexual offender registry, and child abuse registry. Alongside Families is a nonprofit religious organization: In compliance with our bylaws and policies, candidate must provide a suitable pastoral character reference from a local church they are regularly attending and actively committed to and must adhere to and sign the Alongside Families Statement of Faith and Christian Fellowship Commitment.
All Alongside Families team members share in all work needed to meet the current needs of the ministry. The Operations and Systems Coordinator will push forward the mission of Alongside Families by serving in other areas according to the needs of the organization.
Compensation:
Generous PTO bank (5 weeks per year)
11 paid holidays in addition to PTO
Mileage reimbursed at the federal mileage rate
Pay rate: $22 per hour
No medical/health benefits are available at this time
If interested in this position, email both your resume and a cover letter briefly sharing why you are drawn to this position to Meghan Macy, Alongside Families COO: meghan@alongsidefamilies.org for a link to a Get Acquainted Worksheet as the first step in our hiring process