The American Civil Liberties Union of Alaska seeks an Operations Manager who is dynamic, mission-driven, and committed to advancing the civil rights and liberties of the people of Alaska. We are actively striving to grow our staff with individuals who are connected to the community and share our passion for civil rights and justice. The Operations Manager is focused on providing operational support with the highest level of professionalism, confidentiality, and discretion. This role supports the Executive and Deputy Director and Board of Directors, assists with finance and facilities functions, and provides intake assistance to the legal team. This position is supervised by the Deputy Director.
The Operations Manager will have significant in-person responsibility. Reliable transportation is necessary.
Specific responsibilities include:
Human Resources/Staff Support
- Support staff meetings, updating staff contact lists
- Support hiring processes
- Onboarding and offboarding employees
- Support Executive Director, Deputy Director, and Human Resources consultants
Office and Facilities Maintenance
- Facilities – manage and track maintenance requests, report building-wide notices/updates, manage recycling and shredding
- Equipment & Supplies – maintain office supplies, inventory and equipment, and ensure their availability and proper functioning; manage copier and postage meter
- Security – monitor and maintain on-site security system; manage emergency alert system and monitor front door system
- Records management – manage file storage and ensure records retention and confidentiality compliance
- Process incoming and outgoing mail and deliveries
- Monitor phone systems
Board Support
- 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.)
Financial Support and Reporting
- Work with contract accounting services and auditors to ensure accurate reporting and financial statements
- Weekly bill processing and check printing
- Prepare and compile documents for monthly financial reports, including monthly bank reconciliations preparation, monthly donors, deposits, payments, and credit card statements
- With Policy Director, report lobbying, operations, and finances to government agencies and grantors, including federal and state government reports
- Assist with compiling financial information for grant reports
- Coordinate with bookkeeper and finance staff on staff payroll and benefits
- Coordinate and maintain contracts with vendors
IT Management
- Order computer equipment via National ACLU and monitor the network, firewall, and computer hardware/software with IT National (and local IT consultants if necessary)
- Provide staff with general IT support, including submitting IT tickets, basic troubleshooting, computer set-up, and equipment ordering.
General Administrative Support
- Assist with departmental logistical arrangements (arranging, scheduling, payment, etc.) as needed
- Notarize documents
- Obtain Notary Public qualification within six months of employment start date
- Manage intake from potential clients and assist in administering case management system
- Print, scan, organize, and maintain official affiliate documents in hard copy and on our computer database
- Receive and forward phone and email outreach from the public to appropriate departments
- Implement and enforce office processes and procedures and handle any necessary administrative-related training for staff
- Support the hosting of events at the office
- Provide logistical support for in-person and virtual meetings
The Operations Manager must demonstrate the following 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 communicate diplomatically, including navigating conflict with the purpose of resolution
- Ability to regularly and quickly 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
- Ability to communicate quickly and effectively, verbally and in writing
- High-level attention to detail, wherein you often notice things that other people miss
- Ability to work independently and collaborate with others as part of a team
- Willingness and availability to work occasional evenings and weekends with advance notice, during times of office events or busy seasons
Compensation
This is a full-time, at-will position. Salary is between $55,000-70,000 depending on experience and includes excellent benefits, including health, dental, life, and disability insurance, a 401(k) plan with an employer-match, and generous vacation, sick, and holiday leave.
Commitment To Equity, Diversity, Inclusion, and Belonging
The ACLU of Alaska is an equitable opportunity employer. We believe that having a board, staff, and volunteer base with diverse personal and professional backgrounds enhances our ability to meet our mission by creating an environment where all community members can thrive. We strongly encourage applications from all qualified persons, including people of color, immigrants, women, people with disabilities, members of the LGBTQIA2S+ community, those who have been formerly incarcerated, and other members of underrepresented groups. The ACLU of Alaska does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status, or record of arrest or conviction. We are committed to providing a work environment that practices equitable and inclusive treatment. We work diligently to prevent and address harassment or discrimination of any kind.
Workplace Requirements
The ACLU of Alaska has a physical office space in Anchorage, Alaska and is a hybrid workplace with a mix of in-office and remote work. Flexibility and work/life balance are important values to the ACLU of Alaska, and we make every effort to help employees meet both professional and personal obligations.
Applications
To apply, please send the following to [email protected] with the subject line OPERATIONS MANAGER APPLICATION. All attachments should be in Word or .pdf format:
- Letter of interest/cover letter
- CV/Resume
- Three professional references (relationship, email address, and phone numbers) The priority deadline for applications is February 17, 2025, though applications will be accepted and reviewed on a rolling basis.
Accommodations
The ACLU of Alaska is an equal-opportunity employer. We value a diverse workforce and an inclusive culture. ACLU AK 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, disability, veteran status, and record of arrest or conviction. We encourage applicants with disabilities who may need accommodations in the application process to contact us at [email protected].