Office Manager & Regional Program Coordinator

Position: Office Manager & Regional Program Coordinator 

Department: Development 

Office Location: Dallas, TX

Work Type Designation: Hybrid 

• In-office presence will be required on average 2 days per week, with some weeks requiring more presence as needed, to manage mail and program supplies, coordinate direct mailing, and support in-office staff with technology (i.e. copiers, Wi-Fi, etc.)

• Role may require work on weekends and/or evenings for events and other regional activities. 

• Must be available to commute to and operate in the office to respond to facility needs and emergencies with building management. 

Reports to:   Regional Director 

Union Salary Grade: D1. This is a union position. 

Annual Salary Range: $56,514 - $75,128 annually. Salary is determined based on a candidate's years of relevant experience and geographic location per grade in the CBA.

Travel: Up to 20%

FLSA Status: Exempt/Full-time

Supervisory Responsibilities:  NA

Who We Are  

Lambda Legal is a national advocacy organization committed to achieving full recognition of the civil rights for the LGBTQ+ community and everyone living with HIV through impact litigation, education, and public policy work. Since 1973, Lambda Legal has used impact litigation and other advocacy tools to decriminalize same-sex relationships; challenge discrimination against LGBTQ+ people and people living with HIV in the workplace, in the home, in schools, in health care, and in the military; and protect LGBTQ+ families, including by winning and defending marriage equality. Our clients are not charged for legal representation or advocacy and Lambda Legal receives no government funding. Headquartered in New York City, Lambda Legal also has regional offices in Los Angeles, Chicago, Atlanta, Dallas, and Washington, DC.   

We believe that serving the full breadth of the LGBTQ+ and HIV communities requires cultural competency and enthusiasm for diversity of all kinds. To be successful, we must approach our work with an understanding that discrimination based on sexual orientation, gender identity, or HIV status is not the only obstacle to achieving full formal and lived equality for LGBTQ+ people and everyone living with HIV; rather, we recognize the intersectional nature of discrimination, specifically including biases based on race, religion, national origin, gender, disability, education, and class. Considering this reality, we prioritize a proactive commitment to counteracting these biases and their compounding effects in the work we do, but also in how we work together as an organization.  

 

Office Manager & Regional Program Coordinator 

The Office Manager & Regional Program Coordinator (OMRPC) reports to the Regional Director and works closely with tother departments to maintain and expand our events, programs, and outreach. 

What you’ll do:   

Regional Development Operations & Events Support

• Plans, manages, executes, and/or assists on a wide range of special events and programs that represent Lambda Legal in the regional community. 

• Coordinates staff activities such as staff meetings, events, retreats and celebrations in collaboration with the Regional Director.  

• Provides administrative support to the Regional Director, Major Gifts Officers (MGOs), event staff, integrated marketing & communications teams, volunteer leadership & committees, and corporate and institutional sponsors of assigned events. 

• Helps manage event tasks including: developing regional event budgets and timelines; devising solicitation strategies; negotiating vendor contracts; organizing site visits; coordinating staff and volunteers; designing and producing event promotional materials (invitations, social media and other collateral); assisting with ticketing and seating; and running/staffing front desk check-in at events 

• Collaborates with Development, Integrated Marketing, and Communications staff to develop online promotional materials, send email correspondence, coordinate newsletters, and update regional social media pages 

• Maintains complete and accurate records of all Development events and fundraising across the region. This includes an internal event calendar, modules, revenue code information, and pledge entry in Raisers Edge. 

• Oversees smooth processing and proper data entry for regional donations and receipts in collaboration with the Database team, Membership Services and Finance & Operations staff. 

Regional Office Management & Administration

• Manages office needs by handling all reception duties including incoming phone calls, responding to general email inquiries, managing voicemails, and greeting guests. 

• Coordinates regional office staff meetings and other conference calls; maintains conference room schedule; sets agendas in consultation with Regional Director; is responsible for regional office calendar; and produces written minutes as needed. 

• Works with staff for on-the-ground dealings with building management for the office; coordinates repair/cleaning work with building management and appropriate personnel ; keeps track of security needs and keys. 

• Maintains office supplies, orders and approvals; and oversees organization and upkeep of office. 

• Coordinates with National Operations Manager, Events staff, and IT for related vendors, contractors, external trainers, or other outsourced services that support the Regional Office operations.

• Creates and oversees the maintenance of physical and network filing systems for the office.  

• Assists with payments to vendors, reviews for accuracy, and processes invoices/requests for payment. Provides support for all activities related to incoming gifts and event transactions, including securing checks. 

• Files, scans, and copies documents as needed.

• Handles incoming and outgoing mail, packages and faxes, including those for internal distribution. 

• Participates in organization-wide Operations meetings and represents the regional office on other committees as assigned by Regional Director.

• Provides direct support to Regional Director as needed including, but not limited to, expense reporting and travel assistance. Other duties as assigned. 

Community Engagement 

• Serves as coordinator for all Pride participation and other community engagement efforts across the region with particular focus on outreach to BIPOC, transgender, and gender nonconforming communities. 

• Helps secure and measure the presence of Lambda Legal at select Pride celebrations and other community events by registering for parades, staffing tables or booths, securing and displaying materials, scheduling and managing volunteers, and post event tracking of visitors and volunteers into the appropriate database.

• Coordinates programs and publicity for regional staff and other staff visiting the region for speaking and other public programs.  

Training & Orientation

• Trains new Development interns and staff in Raiser’s Edge, and other project management tools and event procedures as needed 

• Prepares workspace, keys, paperwork, and other office-specific information for new employees' and interns' orientation. 

• Serves as resource and liaison, as applicable, for basic training on all office equipment, enterprise software, and security and safety protocols.

Who you are:   

With the understanding that no one person will offer every desired skill and characteristic outlined below, compelling candidates will offer much of the following:

• Minimum competencies and qualifications:

  • 1-3 years of experience in office management, operations, or administrative support roles, preferably in a nonprofit organization.
  • Ability to manage day to day office operations, including facilities coordination and supplies management. 
  • Experience scheduling and coordinating meetings, events, and internal programs, including managing logistics and materials preparation. 
  • Experience performing accurate data entry
  • Experience supporting cross-functional teams and providing high-level customer service to internal and external stakeholders. 
  • Proficient in Microsoft Word, Excel, PowerPoint, Canva, and fund-raising software (Raiser’s Edge, etc.). 
  • Working knowledge of social media platforms (i.e.,Facebook Instagram, BlueSky). 
  • Strong written and verbal communications skills, including the ability to draft correspondence and internal and external communications.
  • Strong organizational skills with the ability to manage multiple projects, deadlines, and administrative tasks simultaneously. 
  • Able to travel on occasion and work evenings and weekends, as needed. 

• Preferred competencies and qualifications: 

  • Prior experience supporting a development or fundraising team with gift processing, donor database management, donor communication, and reporting.
  • Convio, Drupal, Adobe Illustrator, HTML, or other design skills a plus

Prior work on behalf of the LGBTQ+ community and/or people living with HIV is highly desirable. Experience working with other historically marginalized communities (in a professional or volunteer capacity) is also preferred. 

All employees at Lambda Legal are expected to adhere to our values, DEIB philosophy, and ethical conduct in all interactions and tasks, ensuring a positive and respectful workplace environment.

Our Values & DEIB Philosophy 

Successful candidates will embrace and champion our Organizational Values and DEIB Philosophy Statement, bringing a commitment to fostering an inclusive, equitable, and supportive workplace. They will thrive in a diverse environment, actively contributing to a culture that respects and uplifts the full spectrum of communities Lambda Legal serves. 

Candidates can review our Organizational Values and DEIB Philosophy Statement on our  Careers Page . 

Why Work at Lambda Legal? 

You get to do meaningful, life-changing work at a national level for LGBTQ+ people and everyone living with HIV. Lambda Legal also proudly offers competitive benefits for our team. We understand that our staff’s dedication and effort are instrumental in achieving our mission. A highlight of the benefits we offer include: 

• Medical benefits that begin on your start date 
• Dental, Vision, and Life insurance (effective 30 days from your start date) 
• Short & Long-Term Disability plans (effective 30 days from your start date) 
• 403(b) Retirement Plan (employer contribution and matching program begins after 90 days of employment) 
• Paid Time Off: 
  • Paid Vacation (15 Days) 
  • Sick Leave (12 Days) 
  • Personal Leave (3 Days) 
  • Religious Observance Leave (3 Days) 
  • Bereavement and Bereavement Anniversary Leave 
  • Floating Holiday (1 Day) 
• 12 paid holidays and 5 early office closures 
• Flexible Spending Account (FSA/DC FSA) and Commuter Benefits 
• Health Reimbursement Account 
• Annual professional development funds 
• $50 monthly mobile phone reimbursement 
• Summer Fridays from Memorial Day to Labor Day 
• Premium subscription to the Calm App 
• Paid sabbatical after 7 years of service at Lambda Legal (4 weeks for non-exempt positions and 8 weeks for exempt positions) 

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Read more about Lambda Legal's work on our blog and Instagram .

Lambda Legal believes in creating a more equitable playing field for applicants and values the depth of relevant skills built through successful education, work, and life experiences. If your background and skills are a close match for this position, you are strongly encouraged to apply.

Lambda Legal is committed to further building and maintaining a staff that reflects the full range of LGBTQ+, HIV-affected and allied communities, and is an equal opportunity employer. We value a diverse workforce and an inclusive culture. Lambda Legal encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship or immigration status, disability, veteran status, record of arrest or conviction, or any other characteristic protected by applicable law. Black people, Indigenous people, people of color, lesbian, gay, bisexual, queer, transgender and gender-diverse people, women, people with abilities in multiple languages, immigrants, people living with disabilities, protected veterans, and formerly incarcerated individuals and individuals living with HIV are all encouraged to apply.