Vice President of Operations

Location: Bellefonte, PA

Reports to: Executive Director (CEO)

Status: Full-Time

Salary: $75,000 – $100,000

About the American Philatelic Society

With members in more than 110 countries, the American Philatelic Society is the largest, non-profit organization for stamp collectors in the United States. Founded in 1886, the APS serves collectors, educators, postal historians and the general public, both nationally and worldwide, with a wide variety of programs and services. Our members enjoy access to one of the world's largest philatelic libraries, a monthly magazine, and safe avenues for buying and selling philatelic materials.

Position Summary

This newly created senior management position is a key member of the APS senior leadership team responsible for ensuring that the APS’s daily operations, programs, and services run efficiently, effectively, and in alignment with its strategic and operations plan. The incumbent will play a critical role in driving a digital transformation to modernize and optimize operations, maximize member engagement, grow membership and revenue. The VP of Operations will work very closely with the Director of Technology and Innovation and the entire senior leadership team to upgrade, re-platform and integrate business systems to maximize automation, member engagement and enable a robust first-party-data strategy.

The VP of Operations will have direct management and performance responsibility for a team of 10 full-time employees, 2 part-time employees and 2 part-time volunteers across five core functions that collectively generate more than 75% of the organization’s revenue.  The VP of Operations serves as a strategic partner to the Executive Director and collaborates closely with department heads to strengthen the Societies capacity deliver on its mission and provide exceptional value to its members.  The ideal candidate is an experienced operations professional with strong business insight and a proven record of leading cross-functional changes, including system and process design.

Operations: Core Functions

The VP of Operations has management and leadership responsibly for the following APS core functions.

Membership

The Membership Team provides frontline support for members, handling customer service calls, account assistance, dues processing, and responding general inquiries.  The Membership Team is also responsible for maintaining the membership CRM and ensuring the records for over 22,000 members are accurate and up to date.  The Membership Team works very closely with the Marketing, Communications and Outreach team to grow membership by executing recruitment, onboarding and retention efforts to ensure a vibrant, well-informed and highly engaged membership. 

Sales

The Sales Team facilitates and coordinates two sales channels for members to sell stamps and other philatelic material – Circuit Sales and StampStore.  Created in 1886, Circuit Sales is one of the oldest APS services.  It connects APS members that want to buy and sell stamps and other philatelic materials through a home-delivery / approval service where buyers can physically inspect the materials before deciding to purchase.  APS acts as an agent in facilitating the process.  StampStore is an online APS branded store within the hipstamp.com – a third party marketplace connecting buyers and sellers of philatelic materials. 

Expertizing

The Expertizing Team maintains the largest reference collection of world postage stamps in the United States.  They receive, authenticate and issue certificates for more than 4,000 philatelic items per year.  The Expertizing Team coordinates the services of more than 160 external experts to conduct authentication.  The Expertizing Team also coordinates volunteers who provides the heirs of recently deceased APS members with estate planning advice.

Stamp Shows

The Shows Team organizes the annual Great American Stamp Show—the nation’s largest stamp and postal history event—co-hosted by the American Philatelic Society (APS), American Topical Association (ATA), and the American First Day Cover Society (AFDCS) and sponsored by the USPS. The team manages all aspects of the four-day event, including selling booth space to 80–85 dealers and over 50 societies, coordinating 900+ exhibit frames, working with the USPS on booth space and first day ceremonies, scheduling 100+ meetings and events, handling logistics with the convention center and decorators, collaborating on program design and advertising, and conducting sponsorship outreach to ensure a successful show.

Donated Materials

Members often donate and/or bequeath their collections and/or duplicate philatelic material to the APS.  The donations team receives the donations, provides necessary documentation for tax services, and processes the donated material.  Donated material is used to expand the expertizing reference collection, utilized by the education department, or monetized through auction or direct sale through APS sales channels. 

Responsibilities

Operational Leadership

• Oversee all operational aspects of the APS for the aforementioned core functions, ensuring smooth, efficient, and mission-driven daily functions.
• Develop and implement policies, procedures, and systems that enhance organizational performance and member experience.
• Coordinate cross-departmental initiatives to ensure operational alignment with APS’s strategic plan.
• Lead process improvement efforts to modernize systems and workflows, including technology upgrades.

Financial and Administrative Oversight

• Manage annual budgeting, forecasting, and financial reporting processes in partnership with the Executive Director and Chief Administrative Officer.
• Monitor financial performance, ensuring responsible stewardship of member dues and resources.
• Oversee administrative functions including vendor contracts, vendor relationships, and vendor performance.
• Ensure compliance with APS / APRL Bylaws, and ensure the privacy and protection of member data.

Membership & Systems Management

• Partner with Marketing, Communications and Outreach Teams team to enhance member engagement, retention, and satisfaction.
• Oversee the CRM system and database integrity, ensuring accurate, actionable member data.
• Support membership growth through operational improvements that enhance service delivery and member value.
• Provide exceptional customer service to members, prospects and stakeholders.

Qualifications

Required

• Bachelor’s degree or an equivalent combination of education and experience, Master’s Degree (MBA, MPA, or related field) preferred.
• Minimum of 8–10 years of progressively responsible leadership experience in operations, ideally within a nonprofit membership organization or association.
• Demonstrated success in managing budgets, teams, and cross-functional operations.
• Demonstrable experience with membership databases/CRM systems and data-driven decision making.
• Understanding of nonprofit governance, compliance, and financial management.
• Proven ability to lead and motivate staff and collaborate effectively across departments.
• Excellent organizational, analytical, and communication skills.

Preferred

• Ecommerce experience
• Strong understanding of philately, direct experience with a philatelic organization preferred.
• Personal experience collecting something, or prior experience with a hobby/collectibles organization.

Personal Attributes

• Mission-driven leader with a passion for community and member service.
• Strategic thinker who can translate vision into operational excellence.
• Collaborative and approachable, with commitment to staff and volunteer engagement.
• Resourceful, innovative, and comfortable leading change in a dynamic environment.
• High integrity and commitment to the mission, vision and values of the APS.

Application Instructions

Applicants should submit their resume and a one-page cover letter detailing why they are an excellent candidate for this position by 5 p.m. Eastern on November 21, 2025.  Applications without a cover letter will not be considered.