Join Hands ESL
Join Hands ESL, Inc.
Operations Lead
Full-Time • East St. Louis, IL
Salary: $40,000 to $50,000 plus benefits depending on experience
About Join Hands ESL
Join Hands ESL is a community-based nonprofit serving children and families in East St. Louis, Illinois. For over 30 years, the organization has worked alongside the community to provide consistent support, build strong relationships, and create pathways to long-term stability and success.
Through youth programming, family support, mentoring, and educational initiatives, Join Hands ESL meets people where they are, offering not just services, but a trusted presence in their lives. Programs are designed to support both immediate needs and long-term growth, helping children, teens, and families navigate challenges and access new opportunities.
At its core, Join Hands ESL is grounded in relationships, dignity, and community. The organization is committed to creating safe, supportive spaces where individuals and families can thrive, and where meaningful, lasting impact is built over time.
Position Summary
The Operations Lead is a full-time role that supports the Executive Director by owning day-to-day operations, financial management, and internal systems. This person ensures the organization runs efficiently, remains compliant with funding and reporting requirements, and has the infrastructure needed to grow.
This is a hands-on role for someone who is equally comfortable building a budget tracker and coordinating with an external accountant — a detail-oriented operator who takes ownership, works independently, and brings order and clarity to a growing organization.
Reports to: Executive Director
Core Responsibilities
1. Operations Management & Internal Systems
Oversee day-to-day operations to ensure efficiency and alignment with organizational priorities
Coordinate internal systems, workflows, and processes across staff and functions
Maintain and continuously improve administrative systems, tools, and documentation
Manage organizational calendars, scheduling, and internal coordination for leadership
Coordinate vendors and contractors, including tracking agreements and deliverables
Identify and implement process improvements and operational efficiencies
Assist with Board Development and management.
2. Financial Management & Oversight
Own day-to-day financial operations, including:
QuickBooks management
Bill pay, invoicing, and deposits
Expense tracking and categorization
Income and donation tracking
Maintain accurate, up-to-date financial records to support organizational decision-making
Coordinate with external finance support as needed, including preparing and organizing financial data, communicating updates, and ensuring timely submission of required documentation
Maintain record of donations and assist with thanking benefactors.
3. Financial Tracking, Reporting & Budget Monitoring
Lead internal financial tracking and reporting in coordination with the Executive Director
Develop and maintain internal financial tools including budgets, trackers, and dashboards
Track organizational and program-level budgets against actuals on an ongoing basis
Flag variances, risks, or inconsistencies to the Executive Director promptly
Provide timely, accurate financial data to support informed decision-making
4. Development, Grant & Compliance Administration
Coordinate organizational development and grant-related administrative tasks, including:
Documentation collection and organization
Required evaluation data
Report preparation and support
Submission tracking and deadline management
Monitor funder timelines and requirements proactively
Track grant expenditures and ensure alignment with funding requirements
Maintain documentation needed for audits, reporting, and funder compliance
Assist with donor and benefactor correspondence and thank yous
5. Human Resources & Administrative Support
Support onboarding and offboarding processes
Maintain employee and contractor records with strict confidentiality
Assist with hiring coordination, including scheduling and candidate communications
Support implementation and documentation of internal policies and procedures
Key Competencies
Financial and administrative systems experience (QuickBooks and Donor Perfect preferred)
Strong organizational skills with the ability to manage multiple priorities and deadlines
High attention to detail and accuracy, especially with financial data
Self-directed and comfortable taking ownership without close oversight
Clear, professional written and verbal communication
Experience coordinating between program staff, leadership, and external partners
Discretion with sensitive personnel and financial information
Systems-improvement mindset
Position Leveling
This role is intentionally positioned between two common benchmarks:
Administrative Coordinator -Executes tasks as directed; limited ownership of systems or finances
Operations Lead (this role)-Owns systems, financial tracking, and compliance; operational leadership
Director of Operations – Full strategic and organizational leadership; executive-level scope and cost
If interested, please send resume and cover letter to Executive Director Alexandra Graham at agraham@joinhandsesl.org.
