Operations Manager

Advancing Real Change (ARC), Inc. is seeking an Operations Manager to lead efforts in several administrative areas, as well as providing critical support to programming, helping ARC to build capacity and actively pursue its strategic goals. This is not a remote position. It can be located at any of ARC’s regional offices (Baltimore, Jacksonville, Birmingham).

Who we are (and are not)

ARC, Inc. is a constantly growing and evolving nonprofit organization dedicated to doing big things. Our staff members unearth the life histories of people facing extreme sentences so the truth about our clients can be shared with those deciding their fates. We provide the context and teach others how to do the same. This works results in more humane sentences and a more just criminal legal system.

We believe strongly in human dignity and its potential as a force for change in the criminal legal system. We seek to provide our staff members with the compensation, support, and flexibility that will enable them sustain this effort over time. As teammates, we respect each other’s diverse contributions to the work.

ARC, Inc. is neither a private firm nor a government agency. Successful ARC staff members in all program areas demonstrate flexibility, engage with their work expansively, seek out feedback and learning opportunities, and are 100% committed to the inherent dignity of our clients and the effort involved in carrying that message forward.

What you will offer

The ideal candidate for this position will bring:

• 3 or more years of administrative or operations experience, preferably in a non-profit setting
• general knowledge of nonprofit financial practices, including experience with software such as Quickbooks Online
• uncompromising commitment to ARC’s role in upholding human dignity in our client’s lives and in the broader context of the criminal legal system
• mindfulness of what is needed to work across cultural differences of all kinds
• respect for all colleagues and a spirit of collaboration
• resilience in the face of difficult work
• sustained attention to detail over long-term tasks
• eagerness to work as part of a team of mission-driven individuals from diverse backgrounds

Position Details

The Operations Manager is a full-time position based in any one of ARC, Inc.’s offices in Baltimore, MD; Jacksonville, FL; or Birmingham, AL. This position reports directly to the Director of Operations, and will work closely with several other members of the management team. The responsibilities of the position include:

Organization Administration

Ensures regulatory compliance and performs ongoing operational tasks.

• Submits renewals and registrations for charitable solicitation, licensing, and other regulatory requirements
• Administers payroll and employee benefits
• Identifies and manages vendors, including payment, renewals, and requests for information
• Serves as administrative point of contact for all locations, including facility communications, supplies, and equipment
• Audits technology needs and recommends purchases and data security measures
• Updates and disseminates operational information to staff, such as calendars, policies, and contact information
• Coordinates response to incoming organizational contacts via voicemail, fax, general email account, or other means

Program Support

Performs regular tasks in support of mitigation casework, client care, and training activities.

• Administers Client Assistance Fund deposits and purchases
• Coordinates office-wide client contact for holidays, birthdays, and special occasions
• Facilitates payment for records requests and research expenses associated with mitigation casework
• Approves and assists with ordinary travel arrangements associated with mitigation casework and in-person training events
• Responds to or refers requests for assistance

Workplace Culture & Sustainability

Communicates organizational priorities and policies to current and prospective staff, volunteers, and interns; ensures collaborative workplace environment.

• Leads employee recognition and team-building activities
• Plans staff retreat and administers annual staff survey
• Coordinates hiring activities, including posting and promoting positions, routing applications internally, communicating with candidates, and drafting offer letters
• With individual supervisors, responds to time off requests
• Leads offboarding process for departing employees
• Accepts intern and volunteer applications, vets potential candidates, and makes recommendations regarding acceptance

Financial Management

Works with Accounting Manager to ensure timely and accurate invoicing and financial reporting.

• Reviews and assists with invoicing process and expense reimbursement
• Helps to monitor case and project budgets
• Prepares financial reports for Board meetings, grant applications and reporting, or upon senior management request
• Assists with audit preparation and other processes to ensure compliance with nonprofit financial practices and organizational policies

Organizational Engagement

Participates as a full member of the ARC team.

• Knows and adheres to all organization policies and procedures
• Prepares and leads agendas for all-staff meetings
• Supports events, initiatives, and other tasks as requested by management