Operations Associate

  • Indianapolis, IN, USA
  • Part-time

Company Description

At College Mentors, we believe that mentoring transforms lives. We connect kids to college students through weekly on-campus activities that inspire growth, confidence, and brighter futures. We serve elementary school kids and college students across more than 30 chapters in 9 states. Our vision is for all kids to look forward sooner and be able to give back later. Learn more at www.collegementors.org.

Job Description

College Mentors is seeking a detail-oriented, part-time Operations Associate to support strong financial processes at our national office. The Operations Associate will manage credit card expenses and reimbursements, oversee accounts payable, support data entry in Quickbooks, contribute to strong and efficient financial processes, including a clean annual financial audit, and assist with compliance and grant reporting. This position will also contribute to general office operations and will support both the program and development teams through general operations work.

Attention to detail, the ability to follow and improve processes, and strong communication skills are valuable for this position. Applicants do not need to have previous experience with Quickbooks or finance processing as long as they are willing to learn. Candidates must be able to pass background check consisting of National Sex Offender Registry, Criminal History, and driving records check.

This position reports to the National Director of Operations.

The national office of College Mentors for Kids is located in Indianapolis, IN. This position will be hybrid, with a mix of in-person and remote work.

Duties and Responsibilities:

  • Oversee timely and accurate expense management, including, but not limited to:
    • Entering and paying bills in Quickbooks
    • Printing checks, setting up ACH payments, and making online payments
    • Reviewing credit card expense classifications and receipts to meet organizational protocols and accurately entering them into Quickbooks
    • Reviewing, approving, and processing reimbursements for staff and college students
  • Manage accurate data entry in Quickbooks according to finance policies and protocol, including monthly entering of deposits and payroll and annual journal entries and adjustments  
  • Maintain the fixed asset log and receive new fixed assets according to organizational protocol
  • Manage College Mentors corporate credit cards for college students and staff, including:
    • Order and distribute new credit cards
    • Ensure staff and college students are trained on proper use of corporate cards
    • Close, reorder, or suspend cards as necessary
  • Communicate effectively with vendors, staff, and college student leaders
  • Ensure compliance with state regulations regarding charitable registrations, tax exemption, and other government compliance as necessary
  • Assist with finance processes and preparation as necessary, including the annual financial audit
  • Support office operations by ordering supplies and managing office logistics.
  • Collaborate with and support the programming and development teams through various administrative tasks as necessary
  • Other responsibilities as assigned.


You would be a great fit for this role if:

  • You are detail-oriented and committed to accuracy.
  • You can communicate effectively with a diverse group of individual stakeholders.
  • You enjoy individual work with data and numbers and can meet deadlines.
  • You like to have structure in your day and enjoy following and enhancing processes.
  • You enjoy juggling a lot of tasks, details, and information at the same time.

College Mentors values diverse perspectives and experiences, and we encourage candidates from all types of educational and work backgrounds. We expect all staff to participate in ongoing training and continuous learning.

Additional Information

Salary Range and Benefits:

  • $18,500 salary
  • Part time (20 hours), exempt
  • Generous vacation package, including:
    • 64 hours of paid vacation time per year, increasing to 100 hours over time
    • 8 paid holidays plus the full week between December 24 - January 1
  • Paid sick time of 24 hours per year
  • Up to 3% 403b match retirement account
  • Laptop for work use
  • Cell phone reimbursement
  • Professional development training opportunities

The deadline to apply is August 8, and applications will be reviewed on a rolling basis upon receipt with an estimated start date of September 1, 2022.

College Mentors for Kids is proud to be an equal opportunity employer and is committed to creating an inclusive environment that honors diverse backgrounds.

Employment practices will not be influenced or affected by a person’s race, religion, color, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, gender expression or any other characteristic protected by applicable United States federal or state law. Additionally, membership and participation in College Mentors for Kids’ program are free from discrimination based on race, religion, color, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, gender expression or any other characteristic protected by applicable United States federal or state law.