Job Title: Operations Officer (Part-Time)

Location: Baltimore, MD (Hybrid)

About the Foundation The Aaron Straus and Lillie Straus Foundation is a private philanthropic organization based in Baltimore, Maryland, with an annual grantmaking budget of approximately $4 million. The Foundation funds a range of efforts across our program areas; immigration, health including mental and maternal health, entrepreneurship and leadership and Jewish community services. With a small team and big goals, we strive to operate efficiently, respond nimbly, and work in close partnership with our colleagues and grantees.

Position Summary We are seeking a proactive, detail-oriented, and organized Operations Officer to support the Executive Director (ED) and oversee the internal functioning of the Foundation. This role is ideal for someone who enjoys administrative work, is curious about systems improvement, and feels comfortable reviewing financial and compliance documents. The successful candidate will balance hands-on support with ownership of key operational processes.

Key Responsibilities

Administrative & Executive Support

- Assist with calendar management and scheduling for the Executive Director
- Draft and track grant letters, agreements, and administrative documents
- Maintain records of grants and pledges
- Maintain and update board books, trustee files, and investment committee binders
- Keep the ED organized and on task with reminders, follow-ups, and timelines

Meeting Coordination

- Prepare agendas, minutes, and materials for board and investment committee meetings
- Attend investment and board meetings to take minutes and track follow-up items
- Set up meeting spaces, order food, and coordinate logistics for board meetings, small convenings, and other meetings

Finance & Compliance Coordination

- Organize and review tax and financial documents including compiling annual tax preparation materials and K-1s, reviewing IRS 990s, and reviewing investment materials
- Communicate with external accountant and investment advisor
- Provide financial statements and investment updates to external parties as needed
- Monitor cash balances and assist in initiating fund transfers
- Record financial transactions in QuickBooks and reconcile monthly bank and investment account statements
- Process payroll and manage 403(b) retirement plan contributions

Insurance and Risk Management

- Maintain and update all insurance policies
- Ensure timely payment of premiums and compliance with all annual reporting requirements

Systems & Office Operations

- Oversee office logistics: supplies, IT basics, landlord and vendor relationships
- Maintain and navigate the Foundation’s grants management system (training available)
- Help refine internal systems for tracking grants, organizing documents, and managing tasks

Qualifications

- 5+ years of experience in nonprofit, philanthropy, or administrative roles
- Prior experience at a foundation or grantmaking organization strongly preferred
- Strong organizational and administrative skills
- Comfort with financial and compliance documents (e.g., IRS 990s, investment summaries)
- Experience with QuickBooks and online banking systems
- Proactive, reliable, and able to work independently on a small team
- Comfortable using tools such as QuickBooks, Microsoft Office, grants management systems, Docusign

Compensation This part-time position (30 hours/week) offers a salary range of $50,000–$65,500, commensurate with experience. We offer a flexible, mission-driven work environment with room to shape internal systems and make a meaningful impact.

How to Apply To apply, please send a resume and cover letter to mdoran@strausfoundation.org. Applications will be reviewed on a rolling basis.

The Aaron Straus and Lillie Straus Foundation, Inc.

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