Program and Operations Manager
Heating Energy Assistance Team (HEAT), Inc.
Location: Smyrna, Georgia (On-site, Full-time)
Reports to: Executive Director
Status: Full-Time, Exempt
Annual Salary Range: $48,000 - $68,000
Direct Report: Part-Time Intake Coordinator/Administrative Specialist
Company Overview
Heating Energy Assistance Team (HEAT), Inc. is a 501(c)(3) nonprofit founded in 1983 as Georgia’s first statewide fuel fund. For over 40 years, HEAT has partnered with caring citizens, energy companies, state agencies, and community organizations to provide essential energy assistance. Together, we help families across Georgia stay warm, safe, and secure by protecting the health, comfort, and dignity of our most vulnerable communities.
Every Georgian deserves a warm, safe place to call home. By covering the cost of vital utilities, HEAT brings stability and peace of mind to households statewide, offering not just energy, but hope and resilience.
To be considered, applicants must submit both a resume and a cover letter.
Role Summary
The Program and Operations Manager is a pivotal leader responsible for strengthening HEAT’s service delivery, internal systems, and strategic initiatives. This role bridges impact and efficiency by supporting both frontline engagement and back-end operations. Working closely with the Executive Director, staff, and consultants, the manager translates vision into execution, leveraging data, technology, and collaboration to drive measurable outcomes.
Key Responsibilities
Program Management
- Oversee statewide energy assistance application processing and intake.
- Collect, evaluate, and report program data aligned with strategic goals.
- Build and maintain trusted relationships with community partners, utility providers, and clients.
- Recruit, train, supervise, and evaluate program staff, volunteers, and contractors.
- Develop and maintain program policies, procedures, and operating manuals.
- Design and implement program plans with clear goals, timelines, and outcome-based benchmarks.
- Prepare monthly, quarterly, and annual program reports for internal and external stakeholders.
- Gather client stories to support HEAT’s communications and marketing efforts.
Operations and Administration
- Manage daily office functions including filing, mail distribution, supply inventory, and equipment maintenance.
- Oversee document workflows, meeting coordination, and organizational calendars.
- Support budgeting, expense tracking, and grant reporting.
- Coordinate vendor relations and seasonal campaigns.
- Partner with the bookkeeper to prepare for audits and annual financial reviews.
- Ensure compliance with licenses, certifications, and annual registrations.
- Manage office technology and liaise with IT vendors.
- Safeguard confidentiality and accuracy of client records and organizational data.
- Anticipate leadership needs, provide proactive support, and manage organizational communications.
Communications, Development, and Outreach
- Support donor engagement through acknowledgement letters, newsletters, annual reports, and fundraising appeals.
- Assist with social media, website updates, and digital communications.
- Maintain donor records in both digital and physical formats.
- Contribute to grant writing, donor stewardship, and impact storytelling.
- Assist in planning and executing fundraising events, virtual campaigns, and HEAT’s Annual Meeting.
Culture and Team Support
- Help create a welcoming, organized, and collaborative workspace.
- Coordinate staff appreciation efforts and morale-building activities.
- Provide day-to-day troubleshooting and foster team connectivity.
Technology and Systems Oversight
- Manage office technology and vendor relationships.
- Monitor and optimize software systems (CRMs, scheduling tools, digital intake platforms).
- Train staff and volunteers on system use and troubleshooting.
Other Duties
This description outlines the general scope of responsibilities but is not exhaustive. Additional duties may be assigned to meet organizational needs.
Core Competencies
HEAT’s Program and Operations Manager embodies (a):
- Growth-Oriented Mindset – Welcomes feedback, adapts with purpose, and views setbacks as opportunities.
- Strategic Agility – Aligns daily priorities with long-term vision and pivots effectively in dynamic environments.
- Collaborative Spirit – Builds trust, co-creates solutions, and shares expertise generously.
- Purpose-Driven Resilience – Anchored in HEAT’s mission, committed to equity and excellence.
- Self-Leadership – Proactive, emotionally intelligent, and grounded in integrity.
Qualifications
Required
- Mission-driven commitment to energy equity and underserved communities.
- 5–7 years of experience in nonprofit operations, program management, or a related role.
- Strong project management and organizational skills.
- Proficiency in budgeting, reporting, and cloud-based tools (Google Workspace, CRM platforms).
- Experience with program tracking systems (e.g., HMIS).
- Knowledge of QuickBooks (desktop and online).
- Familiarity with social media platforms and content creation tools.
- Strong written and verbal communication skills.
- Demonstrated experience serving low-income or energy-insecure populations.
- Ability to manage multiple priorities with attention to detail.
- Commitment to equity, community-centered service, and collaborative problem-solving.
Preferred
- Experience with donor management software (Donor Perfect, Raisers Edge, Blackbaud).
- Background working with BIPOC communities, grassroots organizations, and Georgia-based nonprofits.
- Familiarity with donor databases, newsletter platforms, and grant writing.
- Comfort managing remote teams and virtual workflows.
- Knowledge of energy assistance programs or utility affordability issues.
- Prior experience in small, startup-like environments requiring flexibility and multitasking.
Position Requirements
- Clear criminal history record through the Georgia Registry.
- Verification of U.S. citizenship or valid work permit.
- Valid driver’s license, clean driving record, and reliable transportation.
- Flexibility to work occasional evenings and weekends.
- Physical stamina to meet job demands.
- Compliance with U.S. Department of Justice employment eligibility verification.
Performance Evaluation
Performance will be assessed annually by the Executive Director through ongoing feedback and a formal written evaluation based on established objectives.
Equal Opportunity Statement
HEAT is committed to providing equal employment opportunities to all individuals and values diverse perspectives and experiences. Reasonable accommodations are available to applicants and employees with disabilities.
Reminder: To be considered, applicants must submit both a resume and a cover letter.
