McKinney Family Foundation
Operations and Administration Manager
McKinney Family Foundation, Indianapolis, Indiana, us, 46262
The McKinney Family Foundation is committed to high-quality service to the board of directors, grantees, partner organizations, stakeholders, and peer funders.
The Operations & Administration Manager plays a central role in ensuring the smooth and efficient operation of the Foundation’s internal systems, financial processes, and grantmaking activities. This position manages day‑to‑day operations, supports executive leadership, and strengthens the systems that enable MFF to deliver on its mission. The position is a full‑time, hybrid role.
The ideal candidate is a detail‑oriented and proactive professional who thrives in a collaborative, entrepreneurial, mission‑driven environment. They enjoy balancing administrative precision with programmatic engagement and are expected to oversee administrative processes, support program development, and coordinate cross‑departmental initiatives as needed. This role reports to the Executive Director and will be responsible for one direct report.
Key Responsibilities
Grantmaking Operations (40%)
Maintain regular communication with grantees regarding compliance, reporting, and payments. Conduct initial due diligence, introductory calls, and preliminary reviews of potential grantees. Review and maintain grantee reports for accuracy, compliance, and progress toward outcomes. Prepare proposal summaries, budget analyses, and board documentation. Manage grantee communications, reminders, and reporting timelines. Ensure accurate and organized tracking of grants within the Foundation’s relationship management platforms. Proficiency with relationship management platforms, such as customer (CRMs), donor, or volunteer relationship management platforms. Foundation Operations & Project Management (30%)
Oversee the Foundation’s financial interfaces, including QuickBooks, payroll, and grantee payout pacing (quarterly). Ensure strong budget management, cash flow monitoring, and financial reporting processes. Maintain and administer compliance, governance, and policy records. Coordinate with external accountants and other vendors. Identify and implement opportunities to streamline systems, tools, and workflows. Executive & Administrative Support (30%)
Provide comprehensive administrative and scheduling support to the Executive Director and senior leadership. Coordinate and collate, with some preparation of, board and committee materials; oversee document review and coordinate meeting logistics. Process expense reports, reimbursements, and travel arrangements. Manage shared documents and digital filing systems across CRM and collaborative platforms. Coordinate logistics for events, convenings, and board meetings. Support website updates and maintain MFF’s digital presence, including social media coordination. Qualifications
Bachelor’s degree in business, nonprofit management, or a related field. 5–10 years of experience in nonprofit/government/corporate operations, administration, grants administration, or project management. Proficiency with financial management and budgeting (including QuickBooks). Proficiency with relationship management platforms, such as customer (CRMs), donor, or volunteer relationship management platforms. Strong organizational and project management skills with exceptional attention to detail. Excellent written and verbal communication skills. High level of integrity, discretion, and professionalism in managing confidential information. Experience supporting executives and coordinating multiple projects and stakeholders. Attributes for Success
Self‑directed and proactive — anticipates needs, takes initiative, identifies solutions, and follows through. Financially savvy — understands budgets, projections, and how to keep systems on track. Organized and focused — thrives in managing multiple priorities and deadlines with clarity. System‑minded — enjoys improving processes, workflows, and data accuracy. Collaborative communicator — builds strong, respectful relationships with partners and grantees. Adaptable and resourceful — comfortable navigating change and ambiguity. Mission‑aligned — inspired by environmental sustainability and community well‑being. Growth mindset — eager to receive feedback and seek opportunities to grow with the position as the Foundation’s needs evolve. Customer‑service oriented — committed to high‑quality, reliable execution. Able to work autonomously and guide one team member effectively. Work Environment and Location
The Operations & Administration Manager will perform work duties from a home or remote office and, therefore, will require access to a stable internet connection. The role requires the ability to attend meetings both on‑site in Indianapolis and off‑site throughout Indiana, as well as via phone or videoconference. Candidates must be able to commute to Indianapolis monthly. Limited airline travel may be required. The nature of the work involves frequent interruptions, contact with the public and clients, and repetitive tasks. While the employee may be required to work beyond normal working hours, MFF strives to help staff maintain a healthy work‑life balance. About the McKinney Family Foundation
Our Mission: The McKinney Family believes that environmental sustainability is the key to Indiana ’s future. The McKinney Family Foundation is committed to building an environmentally sustainable future for every Hoosier. Through strategic partnerships, MFF advocates for environmental justice, seeks to conserve natural resources, and empowers Indiana communities to live in a healthier, more prosperous, and more sustainable manner. Our Vision: We envision an environmentally sustainable future for all Hoosiers achieved through inclusive democracy, strategic collaboration, and our resolute commitment to equitable climate solutions. MFF strives to be the foremost catalyst for environmental advocacy, progress, and leadership in Indiana. To learn more, visit https://mckinneyfamilyfoundation.org. The McKinney Family Foundation offers a competitive benefits package, a salary commensurate with experience, and a flexible hybrid working environment. The estimated salary range for this role is $75,000–$83,000 annually. Equal Opportunity Employment
McKinney Family Foundation seeks to provide equitable employment opportunities and an inclusive working environment that is inclusive for all employees. All qualified candidates will receive equal consideration without regard to race, gender, age, ethnicity, religion, sexual orientation, gender identity, or any other status protected by law. We encourage applications from women, people of color, LGBTQ, trans, non‑binary people, and people with disabilities.
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Grantmaking Operations (40%)
Maintain regular communication with grantees regarding compliance, reporting, and payments. Conduct initial due diligence, introductory calls, and preliminary reviews of potential grantees. Review and maintain grantee reports for accuracy, compliance, and progress toward outcomes. Prepare proposal summaries, budget analyses, and board documentation. Manage grantee communications, reminders, and reporting timelines. Ensure accurate and organized tracking of grants within the Foundation’s relationship management platforms. Proficiency with relationship management platforms, such as customer (CRMs), donor, or volunteer relationship management platforms. Foundation Operations & Project Management (30%)
Oversee the Foundation’s financial interfaces, including QuickBooks, payroll, and grantee payout pacing (quarterly). Ensure strong budget management, cash flow monitoring, and financial reporting processes. Maintain and administer compliance, governance, and policy records. Coordinate with external accountants and other vendors. Identify and implement opportunities to streamline systems, tools, and workflows. Executive & Administrative Support (30%)
Provide comprehensive administrative and scheduling support to the Executive Director and senior leadership. Coordinate and collate, with some preparation of, board and committee materials; oversee document review and coordinate meeting logistics. Process expense reports, reimbursements, and travel arrangements. Manage shared documents and digital filing systems across CRM and collaborative platforms. Coordinate logistics for events, convenings, and board meetings. Support website updates and maintain MFF’s digital presence, including social media coordination. Qualifications
Bachelor’s degree in business, nonprofit management, or a related field. 5–10 years of experience in nonprofit/government/corporate operations, administration, grants administration, or project management. Proficiency with financial management and budgeting (including QuickBooks). Proficiency with relationship management platforms, such as customer (CRMs), donor, or volunteer relationship management platforms. Strong organizational and project management skills with exceptional attention to detail. Excellent written and verbal communication skills. High level of integrity, discretion, and professionalism in managing confidential information. Experience supporting executives and coordinating multiple projects and stakeholders. Attributes for Success
Self‑directed and proactive — anticipates needs, takes initiative, identifies solutions, and follows through. Financially savvy — understands budgets, projections, and how to keep systems on track. Organized and focused — thrives in managing multiple priorities and deadlines with clarity. System‑minded — enjoys improving processes, workflows, and data accuracy. Collaborative communicator — builds strong, respectful relationships with partners and grantees. Adaptable and resourceful — comfortable navigating change and ambiguity. Mission‑aligned — inspired by environmental sustainability and community well‑being. Growth mindset — eager to receive feedback and seek opportunities to grow with the position as the Foundation’s needs evolve. Customer‑service oriented — committed to high‑quality, reliable execution. Able to work autonomously and guide one team member effectively. Work Environment and Location
The Operations & Administration Manager will perform work duties from a home or remote office and, therefore, will require access to a stable internet connection. The role requires the ability to attend meetings both on‑site in Indianapolis and off‑site throughout Indiana, as well as via phone or videoconference. Candidates must be able to commute to Indianapolis monthly. Limited airline travel may be required. The nature of the work involves frequent interruptions, contact with the public and clients, and repetitive tasks. While the employee may be required to work beyond normal working hours, MFF strives to help staff maintain a healthy work‑life balance. About the McKinney Family Foundation
Our Mission: The McKinney Family believes that environmental sustainability is the key to Indiana ’s future. The McKinney Family Foundation is committed to building an environmentally sustainable future for every Hoosier. Through strategic partnerships, MFF advocates for environmental justice, seeks to conserve natural resources, and empowers Indiana communities to live in a healthier, more prosperous, and more sustainable manner. Our Vision: We envision an environmentally sustainable future for all Hoosiers achieved through inclusive democracy, strategic collaboration, and our resolute commitment to equitable climate solutions. MFF strives to be the foremost catalyst for environmental advocacy, progress, and leadership in Indiana. To learn more, visit https://mckinneyfamilyfoundation.org. The McKinney Family Foundation offers a competitive benefits package, a salary commensurate with experience, and a flexible hybrid working environment. The estimated salary range for this role is $75,000–$83,000 annually. Equal Opportunity Employment
McKinney Family Foundation seeks to provide equitable employment opportunities and an inclusive working environment that is inclusive for all employees. All qualified candidates will receive equal consideration without regard to race, gender, age, ethnicity, religion, sexual orientation, gender identity, or any other status protected by law. We encourage applications from women, people of color, LGBTQ, trans, non‑binary people, and people with disabilities.
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