Operations and Office Manager

The Urban School Food Alliance (USFA) is a 501(c)(3) nonprofit organization that brings together the school food departments of 15 large urban school districts across the country. (Additional districts join annually). Working in concert, these districts use their influence with industry and their combined purchasing power to improve the quality and sustainability of school food and compostable supplies, while driving costs down. The Operations and Office Manager (OOM) is a newly created USFA position offering an excellent opportunity to help the Urban School Food Alliance continue to expand its activities and membership. This position will report directly to the Executive Director. We are looking for a mission-focused, seasoned, process-minded, strong operational leader with a high level of proficiency in computer and keyboard skills. The OOM will manage effective administrative systems, including developing a document retention system, bookkeeping, IT, human resources and office oversight. The OOM must be a leader who is able to deliver measurable and cost-effective results that enable USFA strategies to become accomplishments within compliance of non-profit regulations. The OOM will be successful by collaborating with other staff, consultants, and members to coordinate the overall operations, internal infrastructure, and technologies to support the organization.


  • Assess existing internal processes and identify areas for opportunities and determine what is working and what can be streamlined for efficiency in overall organizational management.

  • Facilitate the creation of new processes, improve existing processes, and oversee implementation in the best interest of the USFA.

  • Maintain onboarding process, employee handbook, job descriptions, and HR procedures for both permanent employees and consultants.  Ensure the updates of these items.

  • Assist with the management and logistics for the face to face membership meetings, including registration, travel, meals, and other meeting details.

  • Liaison to communications committee.

  • Oversee organizational insurance policies and ensure Alliance is in good standing with necessary insurance.

  • Maintain Washington D. C. office, including supplies, building keys, and maintaining the lease contract.

  • Maintain the relationship with Gusto employee payroll consultant company, including employee benefits and insurance.

  • Establish Alliance technology platforms to enable efficient communication and workflow and secure record keeping, leading IT plan for future (hardware and software) and maintaining records of USFA owned equipment and software subscriptions.

  • Cooperate with website vendor to ensure website is up to date and serving the membership of the Alliance.

  • Oversee consultant contracts in coordination with the Director of Partnerships & Member Engagement and Executive Director, ensuring annual updates and signatures.

  • Complete administrative duties such as, membership meeting invites, agendas, meeting minutes, district data charts, member bios and headshots updates, USFA letterhead updates, coordination of Executive Director calendar, typing letters as needed, reviewing USFA materials for grammar and spelling, matching receipts to monthly credit card statement and reimbursement requests, coordinating USFA speaking engagements at outside conferences, etc. 

  • These responsibilities are not exhaustive, and additional job- related requirements may be added by the corporation, as need arises.

Minimum Qualifications

  • Minimum of 2 year Associate Degree, in related field required, 4 year Bachelors Degree preferred.
  • Demonstrated experience in office management
  • Proven ability to plan, organize, and manage multiple priorities in a dynamic environment. Self – motivated.
  • High performer, autonomous, and result oriented.
  • Excellent leadership and communication skills.
  • Technology savvy, IT skills to include, Microsoft Office and meeting and sharing platforms such as Google Docs and Drive, Zoom, and Go to Meetings.
  • Ability to work in a complex and changing dynamic.
  • Able to give and receive information through speaking and listening, using English as the primary language.


This is a full- time position with  base salary starting at $67,000, experience will be considered. Some benefits also available. Two weeks of paid time off and all federal holidays off.

This position will be located in our office space located in Washington D.C. near metro stations.

Application Requirements and Deadline

  1. Cover Letter to include available start date
  2. CV

All should be addressed to Executive Director Dr. Katie Wilson and submitted in a single pdf file to  [email protected] 

Application Deadline:  5:00 p.m. CST on May 7, 2021

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