Administrative Operations Manager

Lift Louisiana seeks an Administrative Operations Manager to oversee the day-to-day administrative and operational functions that keep our organization running effectively. This role is responsible for building, maintaining, and improving the systems and processes that support our staff and programs. They work across a broad scope of responsibilities, identify gaps, and develop practical solutions that strengthen the organization over time.

Working closely with the Executive Director, Lift staff, and our Fiscal Sponsor, the Administrative Operations Manager ensures that organizational operations are efficient, accurate, and well-coordinated. They serve as Lift’s primary point of contact with our Fiscal Sponsor for day-to-day operational, human resources, and administrative matters and take ownership of keeping key organizational functions on track. Responsibilities include vendor and contract administration, budget and expense tracking, compliance and deadline management, and organizational record keeping. This is a hands-on role for someone who is comfortable managing details, following through on deadlines, troubleshooting problems, and creating structure where it is needed.

This role is ideal for a versatile, solutions-oriented team member who is comfortable moving between strategic, operational, administrative, and logistical work, enjoys helping a team function effectively, and takes pride in anticipating needs and solving problems. The ideal candidate is highly organized, resourceful, collaborative, and able to bring structure and follow-through to a wide range of responsibilities. They have a deep commitment to reproductive rights and reproductive justice, racial equity, and a gender justice framework, and understand how strong internal systems create the foundation for Lift to sustain and grow its impact.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Budget Coordination & Fiscal Sponsor Liaison

Coordinate the annual organizational budget process, working with the Executive Director and program staff to incorporate programmatic needs, and submitting to the fiscal sponsor for finalization

Serve as the primary point of contact between Lift and the fiscal sponsor’s accounting team on day-to-day financial matters

Collect, organize, and submit receipts, invoices, and expense documentation to the fiscal sponsor for processing and reconciliation

Track grant deadlines and reporting requirements, and gather supporting documentation for the fiscal sponsor’s compliance and reporting process

Primary point of contact for vendors and other contractors

Manage legal agreements, including contracts, insurance policies, and professional registrations; coordinate contract review cycles and collect required approvals and signatures

Management & Administration

• Maintain and support continuous improvement of technology and collaboration systems, including internal communications, CRM, task management, knowledge management, and document management tools
• Develop and maintain internal policies, procedures, and operational documentation, including travel reimbursement and workplace procedures, and maintain staff resource libraries
• Support recruitment, onboarding, and human resources procedures for staff in collaboration with the Executive Director and fiscal sponsor
• Track internal compliance deadlines, update employee handbooks and guidance as needed, and coordinate with the fiscal sponsor on any required documentation
• Maintain accurate records of operations activities

Office & Team Operations

• Manage team calendar and scheduling of team-wide meetings, including setting up meeting technology (Zoom, Google Meet, etc.), coordinating in-person meeting logistics, note taking, and sharing information before and after meetings
• Manage planning and logistics for staff, management, and board meetings, annual convenings, civic engagement events, fundraising events, and other major organizational initiatives
• Collect and route all organizational mail and incoming materials
• Coordinate with Advisory Board Officers, compiling financial updates from the fiscal sponsor for board reporting
• Monitor program outcomes to ensure alignment with the strategic plan
• Support Diversity, Equity, and Inclusion goals
• General office and Executive administrative support as needed
• Ensure remote employees’ home office needs are met to carry out evolving work plans

QUALIFICATIONS & EXPERIENCE

• Five or more years of related experience or an equivalent combination, in operations and administrative management of a nonprofit.
• Positive management and leadership style with ability to manage multiple projects amid changing priorities in a fast-paced environment and produce outstanding results
• Superb organizational skills and attention to detail. Able to manage multiple priorities, deadlines, processes, and competing needs while maintaining accuracy and follow-through
• Systems-thinker adept at process development, maintenance, and implementation
• Resourceful and comfortable figuring things out independently, takes initiative, anticipates and plans for upcoming needs, and takes ownership of outcomes rather than specific tasks
• Clear, responsive, and professional communicator who demonstrates excellent listening, is comfortable with conflict resolution, and can work effectively with staff and external partners
• Demonstrated ability to handle sensitive information with a high degree of professionalism, empathy, tact, and confidentiality.
• Proficiency in office technology and information systems, including Word, Excel, Google Workspace, and Zoom; familiarity with NetSuite and/or Salesforce a plus.
• Experience supporting organizational budgeting processes including tracking, expenses, invoices, reimbursements and financial deadlines
• Experience tracking and managing records, contracts, scheduling, documentation, deadlines and processes
• Proficiency in office technology and information systems, including Word, Excel, Google Workspace, and Zoom; familiarity with NetSuite and/or Salesforce a plus.
• Reliable transportation, internet access, and phone are a must
• High school diploma or equivalent required
• Bachelor’s degree (B.A.) from a four-year college or university, Non-profit Management, Accounting, Business, or related field preferred.
• Supervisory experience a plus

PHYSICAL DEMANDS

This position involves substantial computer, phone, and video conferencing work, including extended periods of sitting or standing at a desk. Lift Louisiana operates in a flexible, hybrid work environment, which will require some presence at our office space in New Orleans and some ability to work evenings and weekends around events.

Lift Louisiana is fiscally sponsored by Tides Center. This position requires close communication and partnership with our project advisor, human resources advisor, and accounting team.

EQUAL OPPORTUNITY STATEMENT

Lift Louisiana is proud to be an Equal Opportunity Employer and is committed to building a diverse, inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by federal, state, or local law. We welcome and encourage applications from people of all backgrounds.

We are committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures.