Head of Operations Management (m/w/d)

The Operations Manager provides operational support to the organization, Executive Director, and Board of Directors. This position is supervised by the Sr. Director of People and Operations. The Operations Manager will have significant in-person responsibility. Reliable transportation is necessary.

Primary Duties and Responsibilities
Administrative and Organizational Operation

Coordinate implementation and maintenance of operational processes and procedures across the organization. Identify inefficiencies in day-to-day operations and work with Director of People & Operations to streamline organizational operations.

Monitor incoming organizational communications, including phone calls, general email, and mail; triage and route inquiries to the appropriate staff member or department.

Assist Development Director with reporting and administrative tasks related to fundraising.

Serve as a primary point of contact for routine operational questions and upscale issues requiring Director-level judgment or intervention.

Maintain organizational calendars, trackers, and recurring operational deadlines to ensure timely completion of required activities.

Maintain accurate and up-to-date organizational files, ensuring required documentation is complete and appropriately stored.

Support staff meetings, events, maintain staff contact list, and support internal communications.

Support implementation of safety, security, and emergency preparedness policies.

People Operations

Assist with implementing organizational policies, procedures, and process changes.

Manage hiring logistics, including job postings, application tracking, interview coordination, and documentation.

Support onboarding and offboarding processes, ensuring a smooth and consistent employee experience

Financial Support and Reporting

Process invoices, bills, and payments accurately and on time.

Prepare and organize financial documentation for monthly reporting, audits, and grant requirements

Maintain vendor contracts and support financial tracking and documentation.

Support budget tracking and monitoring of routine operational expenses.

Office and Facilities Management

Manage day-to-day office operations, including supplies, equipment, and routine vendor coordination.

Track and resolve facility maintenance requests and building communications.

IT Management

Manage IT equipment inventory, assignment, and replacement.

Maintain documentation regarding organizational technology, accounts, and access.

Manage equipment setup and ordering with National.

Provide staff with first-line IT support, including submitting IT tickets, basic troubleshooting, computer set-up, and equipment ordering.

Serve as the primary internal point of contact for day-to-day IT coordination.

Executive and Board Support

Assist ED with ad-hoc administrative tasks.

Support logistics for quarterly board and committee meetings as necessary.

Distribute monthly board financial reports to the Board and Department Directors.

Assist with coordinating board logistics (i.e., travel, scheduling, reimbursements, etc.).

Qualifications and Skills

A commitment to and enthusiasm for civil rights and civil liberties

Demonstrated commitment to diversity and to valuing differences of race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstance

Prior experience as an executive assistant or in another administrative role working with executive teams preferred

Experience with and ability to exercise discretion and confidentiality with sensitive information

Strong proficiency with office technology and information systems, including databases, spreadsheets, and video conferencing

Good judgement, professional presence, and a willingness to tackle projects both large and small

Ability to multitask, prioritize, stay organized, and complete assignments under strict deadlines

Ability to think proactively, anticipate problems, develop creative and effective solutions, and take the initiative to facilitate smooth operations for all staff confidently

High-level attention to detail

Ability to work independently and collaborate with others as part of a team

Ability to work flexibly in a hybrid in-person/work-from-home environment, remaining attentive to the team’s needs regardless of setting

Willingness and availability to work occasional evenings and weekends with advance notice, during times of office events or busy seasons

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