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17 Jun 2022

Full-Time Operations Director

The Eco-Institute at Pickards Mountain – Posted by ecoinstitute Chapel Hill, North Carolina, United States

Job Description

The Eco-Institute at Pickards Mountain is a 28-acre Earth Sanctuary and Learning Community in Chapel Hill, North Carolina dedicated to social & ecological healing. We offer a wide variety of educational programming, including a garden cooperative, permaculture education programs, a kids camp, seasonal celebrations, and an immersion program for visionary young adults. We also host venue rentals, residencies, and restorative retreats.


This is a full time position that averages 40 hours per week. We are seeking a long-term, multi-year commitment to grow with the organization over time. Salary ranges based on experience and the opportunity for growth from $35,000 to $50,000 with an additional $4,200 as a healthcare stipend, four weeks (20 days) of paid time off (to include vacations, holidays, and sick time), plus a five day year-end holiday break. Other benefits include professional development opportunities, flexible working hours, a shared office space (subject to Covid-19 restrictions–see below), and access to our abundant Community Learning Gardens and other sanctuary resources: pond-side gazebo, restorative yoga props, etc.


The Operations Director oversees all activities that impact operational systems and function, and holds the complex foundational structure of the organization as a whole. Their primary responsibilities include bookkeeping; maintaining and improving operational processes; ensuring compliance to standards; and managing tracking systems for supporters, staff, contractors, work-traders, and program participants. This will be a long-term, multi-year position for the right person.


We are a small, unique and growing non-profit. The Operations Director (OD) reports to the Executive Director (ED). The OD is also a member of the Leadership Team, meaning that they share organizational responsibility with the Executive Director and the Associate Director (AD), work closely with the Board of Directors, partake in strategic planning, and actively shape the organizational culture.This job requires creativity, patience, strong organizational and excellent communication skills, collaborative capacities, problem solving skills, and a sense of humor. Candidates must also be ethical, trustworthy and capable of maintaining confidentiality. Applicants bringing significant experience with the administrative side of running a small business and/or a non-profit will be prioritized.





  • Bank deposits and tracking
  • Using Quickbooks for invoicing, producing reports, and working with multiple classes
  • Reviewing all transactions on bank statements for multiple accounts (checking, savings, credit card, paypal, donations, investment): collecting all information on transactions from staff, and providing accountants with accurate and thorough details on all transactions in accordance with monthly deadlines
  • Overseeing and improving organizational receipt tracking systems, processing reimbursements and writing/mailing checks for contractors and accounts payable
  • Collecting w9’s and liability insurance information from contractors and vendors for tax and insurance purposes.
  • Communicating with CPAs in preparation for annual tax submission and Charitable Solicitation License renewal, meeting quarterly and annual review deadlines and researching / resolving technical issues as per CPA review.
  • Tracking restricted grant balances and keeping updated with lessons from accountants regarding restricted grant management
  • Conducting monthly payroll, including reviewing staff timesheets and scanning for overtime hours, submitting all payroll information in a timely fashion to payroll service, and submitting payroll reports to other Directors to carefully monitor hours and overtime.


Operations Responsibilities:

  • Maintaining and updating our fundraising management tool (Little Green Light), and operating end-to-end gift receipt process – tracking and acknowledgement
  • Serving as primary GSuite Administrator (backed up by ED and AD)
  • Managing staff, contractor and worktrader files, to include:
    • Memos of Understanding (from ED/AD, who co-direct hiring)
    • Health forms
    • Performance reports and other confidential information (as provided by ED/ED, who manage staff reports and disciplinary action)
  • Staff on-boarding and off-boarding procedures:
    • At the beginning of employment: training on Receipt Tracking Spreadsheet and Toggl
    • At the end of employment: retrieving all EIPM materials, GSuite administrator needs, ensuring continued contact opportunities  e.g. mailing address
  • Supporting the Associate Director with the enrollment process for immersion program participants, including filing and managing a tracker for documents signed, deposit and tuition received, health forms, survey responses, etc.
  • Coordinating maintenance, repairs, drivers, safety systems, mileage tracking, and mileage reimbursements for the organizational vehicle
  • Receiving and managing all EIPM mail (payments, invoices, bills, etc)
  • Managing staff meeting notes and action items
    • Prior to each monthly Staff Meeting, sending out agenda, soliciting departmental reports, and compiling and sharing those reports + the ED/AD’s Reflection Of The Month with all staff by the Friday prior to the Staff Meeting
  • Budget review and reporting in preparation for board meetings
  • Communicating, posting, and training for on-site protocols (emergency protocols, Covid protocols, etc.) to staff, contractors and work-traders
  • Collaborating with Associate Director on Sales Reports, Participant Hours Log, and Form 990 Program Descriptions
  • Ensuring that all activities conform to local, federal, industry and accreditation standards
  • Observing, reviewing, creating and analyzing processes to identify inefficiencies in the infrastructure and spearheading improvements
  • Designing and maintaining clear operational guides to ensure consistency of operations
  • Delivering reports to management team and Board of Directors to provide insight into the overall efficiency of the organization
  • Collaborate with the Executive Director, Associate Director, and Treasurer, to track quarterly finances, and ensure budgets are accurate & updated quarterly – including updating the actuals of program expenses 
  • Potentially in the future, training one or more administrative support people


While we don’t expect that every applicant will meet all of the below criteria, the ideal applicant possesses:

  • U.S. work authorization
  • Significant experience working in an administrative and operational capacities, ideally in a small business and/or non-profit setting
  • Proficiency in Quickbooks, Google Suite, Slack, and Little Green Light
  • Outstanding organizational skills, including ability to prioritize workload, anticipate needs, and meet deadlines
  • Excellent written and verbal communication skills
  • Strong attention to detail and high standards for thoroughness and accuracy
  • Creativity and adaptability, and the ability to make sound judgment calls and customize systems for a unique operation while remaining in compliance with non-profit accounting regulations
  • Experience collaborating with co-workers in developing and maintaining systems that span multiple areas of the business
  • A strong environmental ethic and open mindedness to how environmental ethics might look for colleagues, program participants, and others on site
  • A basic understanding of racial literacy, gender identity, and neurodiversity, and a strong commitment to the well-being of marginalized individuals and communities
  • Familiarity with Human Resources topics such as employee benefits/policies & procedures, keeping employee records and documentation, onboarding assistance, employee matters, and handling unemployment claims
  • Work style flexibility: is able to work independently as well as in a team setting with a variety of personalities
  • Professional commitments to personal growth, accountability, patience, and contributing to a culture of reciprocity and care 
  • If not fully vaccinated against Covid-19 or willing to get tested weekly, must either be willing to work entirely outdoors or have a suitable office space elsewhere off-site (this expectation may change in the future)

How to Apply

Apply via Indeed:

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: bookkeeping, Environmental, Leadership, nonprofit, and operations. Salaries: 40,000 - 60,000.

Job expires in 76 days.

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