portal resources jobs companies i if/when/how: lawyering for reproductive justice operations manager - remote position

Operations Manager - Remote Position


If/When/How: Lawyering for Reproductive Justice transforms the law and policy landscape through advocacy, support, and organizing so all people have the power to determine if, when, and how to define, create, and sustain families with dignity and to actualize sexual and reproductive wellbeing on their own terms. We are the leading-edge reproductive justice lawyering organization on the ground, representing people in crisis, reshaping law, and making just policy as we build a stronger, progressive base of legal stakeholders invested in these issues and networked to one another. We work through the modalities of organizing, training, policy advocacy, litigation, and support.

POSITION SUMMARY:

The Operations Manager (OM) will provide operational support to our organization as we grow and develop our Operations Department. The OM will also provide support around our recent relaunch as an independent 501c3 after fiscal sponsorship. The OM will coordinate administrative functions within the Operations Department related to business filings; finance; human resource; risk and safety; and digital office management. The OM will track and manage the day to day systems within the Operations Department and assist with the coordination and information synthesizing of operation projects and work products. The OM will support technology projects as needed. This position will not have any direct reports. The OM will support the Chief Operating Officer (COO) in the coordination and administration of organization-wide system development. The OM will support the digital management of the Oakland office in conjunction with the Programs Coordinator, who provides physical support of the office management.

Given the role and responsibilities expected from the OM, If/When/How seeks a seasoned professional with significant experience in coordinating logistic work, administrative support, business filings, and managing administrative projects, and knowledge of/experience working with national and remote teams within the U.S. Ability to apply a diversity, equity and inclusion (DEI) lens to the work is a plus. The ideal candidate will bring a demonstrated commitment to social justice and justice frameworks. Only candidates residing in the United States will be considered for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Digital Office Management

●     Oversee the virtual office management of the Oakland office in partnership with the physical management of the office by our Programs Coordinator. Track scanned mail and act as a mail switchboard to process operations paperwork. File mail in the appropriate files. Manage mail forwarding and scanning if executed.

●     Coordinate office administration including rent, lease/contracts, supplies, subletting coordination, office equipment, and office safety/alarm systems.

●     Coordinate national co-working space needs, rent leases/contracts, budget tracking, and rent/payments billing. Coordinate staff needs around co-working spaces including space research; internet/wi-fi access or utility management; security and vetting; supply orders; and other purchasing needs.

●     Work in partnership with the Director of Technology (DOT) to support tech projects for new staff and support remote office setup for staff based on their needs, including internet/phone stipend tracking; supply, hotspot purchases, and equipment ordering.

●     Track home office vs physical office locations/usage.

●     Store If/When/How swag items in remote office and coordinate mailings.

Finance & HR Support Administration

●     Provide finance support through internal helpdesk management; monthly code reviews and corrections; annual budget process administrative support; and monthly reviews of Ramp and Bill.com entries and approvals. Ramp is the company purchasing card system and Bill.com is used for accounts payable.

●     Provide backup support to all budget managers for Ramp/Bill.com and backup support to the DOT on Ramp management. Manage specialty Ramp Cards and Ramp org-wide accounts, review monthly code entries for accuracy and corrections.

●     Manage financial fillings, AP/AR tracking, staff spending line tracking as requested, and support monthly finance meetings and Budget vs Actuals requests.

●     Schedule finance functional and input meetings and finance trainings as requested.

●     Manage corporate account applications, tracking and BIPOC vendor lists/research and vendor vetting. Improve vendor vetting process. Support purchasing power efforts and look for purchasing streamlining opportunities.

●     Manage vendor onboarding, contract and payment process. Track vendor/consultants against contract amounts. Liaison with vendors.

●     Provide HR support through helpdesk management, staff filings, information collections and tracking from staff, and HRIS system backup support including payroll; onboarding; ADP communication and research; and ATS system support as needed. Provide backup to payroll functions.

●     Provide day-to-day administration and/or backup over repetitive functions i.e. tax filings, W9, annual renewals, and onboarding support.

●     Provide general HR support around research and administrative management.

●     Support tracking needed around sponsorships, conferences, and other line items.

General Operations & Administration

●     Manage the day-to-day administrative functions of the organization.

●     Complete annual and biannual insurance filings and track/file documents.

●     Track and file documents related to C3 and LLC business filings in multiple states. Conduct follow up phone calls as needed and maintain all online accounts state by state related to business filings.

●     Partner with the COO on liability and risk projects including the development of a Risk Management program, virtual activities, and manual. Partner with the DOT and Communications Department to ensure that there is collaboration around risk management and safety including physical safety; digital security and crisis management; and emergency response plans. Ensure there is adequate safety planning for each staff member.

●     Provide retreat logistics, scheduling, and coordination for staff retreats in partnership with the DOA. Draft and maintain budget for organizational retreats, events, and convenings. Research locations, potential trainers, and manage research files for retreat resource development. During events in charge of setup, breakdown, and facilitator needs management.

●     Support the scheduling and coordination of Operations trainings and meetings.

●     Support Operations and all-staff meeting coordination, manage Zoom meetings, scheduling, note-taking and synthesizing of information as requested.

●     Be accessible for helpdesk functions related to administrative requests on appropriate Slack channels and through Operations related emails. Support staff on their operations requests. Track helpdesk requests for reporting.

●     Provide administrative support and streamlining of org-wide data collected from all staff and track efficiencies. This includes data coming from committees, projects, subteams, and Director meetings, as well as annual planning projects such as workplanning, annual budget process, and year end reporting.

●     Support the management of operations/program board dashboard and report tracking of milestones and progress related to org-wide/department metrics.

●     Provide tracking, processing and negotiation of org-wide and dept.-wide subscriptions and memberships.

●     Assist the COO in administrative support around organizational and internal development and DEI projects as needed.

●     Provide day to day administration over non-program team back-end needs i.e. development administration and product sales.

●     Support the Network & Membership Manager in the management of Salesforce data entry, usage, and utilization; related to staff data, lobbying tracking of staff hours, and operations data tracking needs around program reporting. Ensure data integrity.

●     Collaborate on special projects in operations and technology as requested.

EDUCATION AND EXPERIENCE:

●     5-8 years of managing administrative projects and business filings and project management experience required.

●     5 years in management level roles in one of the following areas Operations; Finance; or Risk Management, preferably in a legal or social justice organization.

●     Familiarity with the reproductive health, rights, and social justice preferred.

●     Commitment to racial justice/anti-racist principles required.

KNOWLEDGE, SKILLS, AND ABILITIES:

●     Strong work ethic and results-oriented approach;

●     Highly organized and efficient, with attention to detail;

●     Gets up to speed quickly and takes ownership of assignments;

●     Planner who anticipates challenges and takes initiative to solve problems;

●     Self-motivation with effective organization, time, and project management skills, and the ability to prioritize tasks and nimbly shift between projects as needs evolve

●     Clear, direct written and oral communication;

●     Eagerness to work with and learn from strong, intelligent, and passionate team members.

●     Collaborative team player with ability to give and receive constructive feedback.

●     Enthusiastic, friendly, and professional;

●     Flexibility and adaptability to change and growth;

●     Strong project coordination and time management; and adherence to deadlines;

●     Ability to prioritize tasks and handle multiple projects at once;

●     Ability to thrive in a virtual workplace and willingness to build relationships remotely.

●     High proficiency with Microsoft Office (Word, Excel, and PowerPoint) and electronic communications tools (Zoom and Slack); and

●     Knowledge of Salesforce and/or web-based productivity/project management tools (Podio, Asana, Trello, etc.).

ORGANIZATIONAL RELATIONSHIPS: The Operations Manager will be supervised by the Chief Operating Officer and have a dotted line supervision to the Director of Administration. They will work closely with the Network & Membership Manager and Director of Technology.

WORK ENVIRONMENT: If/When/How maintains a virtual office and supports remote working. Reimbursements for co-working spaces and home office equipment and supplies are available. Occasionally, employees may be expected to be available during off-hours and/or to attend events (e.g., conferences, staff retreats) on nights or weekends.

PHYSICAL DEMANDS: Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Most work will be done at a computer with some background noise. Requires typing, participating in meetings (live and virtual). May require lifting of boxes and materials at in-person staff functions. Limited public speaking will be required.

TRAVEL: Travel is suspended until further notice due to COVID-19. Typically: willingness to travel approximately 2-4 times a year within the continental U.S. Travel may be required to support team work, attend required retreats, events, conferences, and professional development opportunities.

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