Operations Lead

The Haitian Timoun Foundation (HTF) is a US 501(c)3 nonprofit organization with a mission to create generational change that transforms lives in Haiti.  HTF’s purpose is to nourish the human spirit in Haiti. Working with our In-Country Director and trusted local partners, we encourage and empower our Haitian brothers and sisters as we work toward a vision of a Haiti where all are valued and thrive.

The Operations Lead plays a vital role in ensuring Haitian Timoun Foundation (HTF) operates with excellence, integrity, and effectiveness. This position oversees the day-to-day operational systems that support our staff, partners, and the people we serve.  The role will require strong organizational skills to support HTF’s core operational activities, including finance, operations, donor CRM system, child sponsorship support, and administrative support. Success in this role requires a strong finance acumen and collaborative skills, attention to detail, systems process thinking, an ability to handle and prioritize multiple tasks, and a commitment to timely follow-through and quality.

HTF has a strong team that works collaboratively to advance our mission. The Operations Lead will provide the day-to-day operations support under the direction of the Executive Director. Your key responsibilities will include:

 Finance & Bookkeeping Support

• Manage the Accounts Payable function, ensure timely processing of invoices to vendors, contractors, and consultants
• Manage payroll processing (Gusto) on a semi-monthly basis, including changes to compensation, benefits, and other deductions
• Manage organizational credit card and expense documentation
• Receive and record gifts into the donor CRM (Bloomerang)
• Make weekly bank deposits in a timely and accurate manner
• Maintain organized financial records for donors, partners, and grants
• Provide the CPA/Bookkeeper with all required financial documentation (bank deposits, receipts, expense records, etc.) for monthly financial reporting
• Provide the CPA/Bookkeeper with financial information to prepare the annual 990

Donor Systems & CRM Management

• Maintain accurate donor records in CRM (Bloomerang), including gift entry, acknowledgements, and reporting
• Ensure proper documentation and data integrity for all donor and congregation partner records
• Support development operations by preparing reports, lists, and donor communications as needed

 Child Sponsorship Program Support

• Provide administrative and operational support for HTF’s child sponsorship program
• Work with HTF school/program partners and HTF In-Country Director to maintain accurate student lists
• Maintain accurate, up-to-date records for all sponsored children and sponsors
• Track sponsorship status (active, paused, canceled, transferred)
• Manage transitions when a child exits the program (aging out, relocation, family change)
• Serve as the primary point of contact for sponsors
• Coordinate and distribute:
  
  • Progress reports and photos
  • Quarterly/Annual updates and impact summaries
  • Prepare sponsorship-related reports
• Track proper school/fund allocation for quarterly partner distributions
• Ensure timely responses to sponsor inquiries with warmth and professionalism
• Support retention by flagging lapses, concerns, or engagement opportunities
• Provide regular sponsorship and retention reports
• Systems and process management
  • Develop and refine workflows
  • Ensure data accuracy, confidentiality, and documentation

Office Operations

• Manage the day-to-day operations, which include receiving and sorting mail
• Order office supplies (stamps, paper, envelopes, etc.)

Executive Director & International Leadership Team (ILT) Support

• Provide administrative support to the Executive Director, including scheduling and travel coordination as needed
• Assist with the coordination of International Leadership Team (ILT) meetings, including logistics, reservations, catering, and meeting materials
• Support special projects and organizational initiatives that advance HTF’s mission

You have the following interpersonal skills:

• Communicates with excellence at all levels and to all stakeholders
• Extremely organized and attentive to detail
• Ability to exercise appropriate judgement and effectively organize/prioritize work and multitask
• Ability to work independently
• Ability to maintain a high degree of confidentiality internally and externally
• Demonstrates humility; is teachable and thrives in opportunities to learn and grow
• Maintains composure and is professional and polished in all interactions internally and externally

You have the following experience and qualifications: 

• Bachelor’s degree in Business Administration or related field strongly preferred
• Minimum of 5 years of experience in operations, administration, finance support, or a related role (experience in a small organization or non-profit is a plus)
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Suite (Gmail, Google Docs, Google Sheets, Google Slides)
• Strong organizational and administrative skills with exceptional attention to detail
• Experience with financial processes such as expense tracking, invoicing, deposits, and recordkeeping
• Comfortable working with CRM systems or databases (experience with Bloomerang or similar nonprofit donor management system is a plus)
• Strong written and verbal communication skills

Other things for you to know:

• You must be able to successfully pass a criminal background check
• This is a hybrid position with an office located in Loveland, OH
• In-office 1 day each week.
• 24-30 hours each week
• Target Hourly Rate: $25-$30