Director of Internal Operations

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JOB TITLE:

Director of Internal Operations

MISSION OF GEEKGIRLCON

GeekGirlCon celebrates and honors the legacy of women contributing to science and technology; comics, arts, and literature; and game play and game design by connecting geeky women worldwide and creating community to foster continued growth of women in geek culture through events. GeekGirlCon values being a Welcoming Community, Empowerment, Diversity and Inclusion.

DEPARTMENT

Internal Operations

REPORTS TO

Executive Director

POSITIONS REPORTING TO THIS ONE

Bookkeeper

Corporate Sponsorship Manager

Individual Sponsorship Manager

Human Resources Manager

Volunteer Recruiter

JOB SUMMARY

The Internal Operations Director oversees the Internal Operations Department, managing the day-to-day business operations and activities for GeekGirlCon, while keeping the organization in compliance with various federal, state and local regulations and ordinances.

RESPONSIBILITIES

• Works collaboratively with Director of Convention Operations to oversee the Operations Department in order to ensure all team members are able to complete their tasks and meet deadlines. Provides additional assistance and resources when necessary.

• Serves as part of GeekGirlCon’s executive team in making sure that day-to-day goals are being met and long-term plans/visions put in place by the Board are continued.

• Improves the operational systems, processes, and policies in support of the organization’s mission; specifically, supports better management reporting, information flow and management, business process, and organizational planning.

• Plays a significant role in long-term planning, including an initiative geared toward operational sustainability and mission expansion.

• Assists in the development of individual departments.

• Works with an executive team composed of Operations department managers to create an annual departmental budget.

• Oversees overall financial management, planning, systems, and controls

• Manages the budget in coordination with the Executive Director.

• Invoices funding sources, including calculation of completed units of service.

• Manages volunteer hours, including pursuing volunteer matching grants.

• Regularly meets with the Executive Director around fiscal planning.

• Creates contracts for other GeekGirlCon departments, and assists in managing the contract review process with the Executive Director.

• Maintains official records and documents and ensures compliance with federal, state, and local regulations.

• Stores all signed contracts and financial information for 7 years or as otherwise specified in the GeekGirlCon document retention policy.

• Makes sure all tax, contract, and document deadlines are met and up to date.

• Collects and tracks all receipts, expense reports, and purchase orders.

• Works with the Executive Director to update and maintain the GeekGirlCon Handbook and to provide the initial orientation and organizational training for new staff members.

• Maintains staff contact information and history, and grants/revokes access to information services as needed. Collects and stores handbook signature pages.

• Keeps and updates the password list to all accounts and websites for GeekGirlCon.

REQUIRED Qualifications:

• Must have excellent verbal and written communication skills.

• Strong organizational skills including records management.

• Ability to delegate and follow up.

• Proficient knowledge of Excel, Word, WordPress, Google Docs, Adobe Acrobat/Reader.

• Excellent interpersonal skills and a collaborative management style.

• Maintains discretion and professionalism when dealing with sensitive and confidential information and/or material.

PREFERRED Qualifications:

• Project Manager experience is preferred but not required.

• Working knowledge and experience working with our diverse communities, empowerment, diversity and inclusion.

What It Means to Volunteer as GeekGirlCon Staff

• GeekGirlCon staff positions are all volunteer, non-paid positions.

• Attendance in-person or remotely for staff and departmental meetings is required.

• Must maintain prompt and professional correspondence.

• Most work is conducted over email and with in-person meetings in the Seattle area.

• Between 10-15 hours per week of work is required for this role (including meetings, etc).

• The staff is a team of highly dedicated, geeky, and passionate volunteers; it’s a lot of hard work, but an amazing experience with lots of opportunity to help build GeekGirlCon for the future!