Fostering a culture of civic participation within Asian American and Pacific Islander communities.
Position Title: Operations Manager Job Type: Full Time/Salaries Salary Range: $65,000-$85,000 Start Date: March 2022 Location: Remote/Los Angeles (preferred) Overtime Status: Exempt
The Operations Manager is a mid-level position responsible for the AAPI Civic Engagement Fund’s operations and administrative systems. Reporting to the Director, the Operations Manager creates and manages systems for operations in accordance with organizational strategy, culture, and vision. As one of the key holders of day-to-day functions, the Operations Manager plays an essential role in building a culture of responsiveness and accountability, both internally and externally.
Summary of Responsibilities Operations Management
Develop strategies, priorities, and structures in the areas of operations, finance, and HR, and ensure alignment with our fiscal sponsor’s policies and procedures.
Manage Fund information in the fiscal sponsor portal in coordination with Grants Manager.
Support the Grants Manager in the grant-making and reporting processes.
Leads the organizing of Fund events including but not limited to the annual grantee convening (identifying hotel and meeting sites, grantee travel support, finances, etc.).
Manage Fund accounts that relate to administration, operations, and communications as well as coordinate with Fund staff to ensure smooth scheduling and planning of Fund events (in-person and virtual).
Manage and strengthen the Fund’s digital security plan.
Oversee and manage Fund files and database.
Human Resources and Personnel
Lead the hiring process, onboarding, and orientation of new staff.
Oversee the HR and personnel management in coordination with fiscal sponsor including hiring, onboarding, and managing support staff and consultants. Work with the Director to create and follow an effective staffing plan for the Fund.
Strengthen and maintain consistent organizational cultural tools and practices including regular meetings, retreats, activities, and policies for staff well-being.
Contracts & Financial Administration
Oversee solicitation and development of contracts with vendors and consultants in coordination with fiscal sponsor from a) identifying and reaching out to potential vendors; b) processing contracts, invoices, and reimbursements; and c) tracking balances and payments.
Ensure proper documentation and accurate accounting for all revenue and expenses, including tracking accounts payable and receivable.
Support compliance practices consistent with our fiscal sponsor’s procedures, including relevant restrictions on lobbying and electoral campaigning activities.
Support development of annual budget.
Support the Director in working with the fiscal sponsor in overseeing the Fund’s financial management.
Be a part of a team that develops and shapes Fund projects including early concept building stages, research, and implementation.
Support development team in fundraising activities.
Support preparation of Advisory Board meetings including logistics and materials preparation.
Support staff in the preparation of annual reports, dockets, and evaluation activities.
Support the production and/or distribution of briefings, polls, reports, and communications commissioned or generated by the Fund.
The ideal candidate for this position is organized, proactive, deadline-oriented, and an operations thinker. They are experienced in creating organizational systems and processes and are driven to advance the Fund’s mission and vision.
Commitment to the Fund’s mission, vision, and values. Experience in social justice, AAPI civic engagement, and/or movement building preferred.
At least 5 years of full-time equivalent experience in operational and administrative management role. Foundation, nonprofit, corporate social responsibility, or public service experience preferred.
Demonstrated success with creating and managing tracking systems, organizational practices, and operational procedures.
Knowledge of non-profit management. Knowledge of legal and financial compliance for nonprofits strongly preferred. Knowledge of 501(c)(4) compliance, legal environment, and operations are an asset.
Excellent verbal and written communication skills, including strong notetaking and the ability to communicate warmly, professional, and clearly.
Strong financial management skills including budgeting, bookkeeping, or and financial reporting.
High Proficiency with Microsoft Office, Dropbox, Zoom, and Salesforce or other database programs. Skills with WordPress for basic website management are an asset.
Experience with supervising staff and consultants.
Excellent interpersonal and relationship-building skills. Ability to work effectively across multiple roles with diverse groups of people, including experience working with low-wealth people, communities of color, immigrants, and refugees.
Ability to handle sensitive information with confidentiality, discretion, and respect.
Ability to work independently and collaboratively, accept constructive feedback, anticipate needs, and suggest solutions.
Reliable and well-organized, including the ability to prioritize effectively and meet deadlines. High level of accuracy and attention to detail required.
Experience in community organizing, grassroots mobilization, community-centered power building, electoral campaigns, popular education, and forging local and national coalitions an asset.
Demonstrated track record in achieving policy and systemic wins through campaigns that civically engaged traditionally disenfranchised populations an asset.
Direct experience working with immigrant and refugee communities, communities experiencing language barriers or that are predominantly Limited English Proficient, or culturally isolated an asset.
Fluency in an Asian or Pacific Island language an asset.
Please send cover letter (max 2 pages) and resume to firstname.lastname@example.org. Please include “Operations Manager” in the subject line of your email. Please submit PDF/Word files under LastName_FirstName_CL/Resume. Applications will be accepted on a rolling basis through Monday, March 15, 2022 or until filled.
The AAPI Civic Engagement Fund is a fiscally sponsored project of New Venture Fund (NVF). NVF offers a generous benefits package to all full-time regular employees, including 100% medical coverage for the employee and 100% medical coverage for dependents: 100% coverage for vision, dental, life/AD&D, long-term disability. NVF also offers a 401K retirement savings plan, Healthcare Reimbursement Arrangement (HRA), Medical FSA, Dependent Care FSA, commuter benefits, Employee Assistance Program, other supplemental benefits, and paid time off.
To center the safety and well-being of its employees, New Venture Fund requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law by contacting human resources at HR@newventurefund.org.
AAPI Civic Engagement Fund is a project of New Venture Fund (NVF), a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. NVF is committed to attracting, developing, and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. NVF’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.