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Operations Manager

May 1, 2024 Job Listing

Location: San Francisco Bay Area, CA
Due Date:
Applicants are encouraged to apply as soon as possible, and applications will be considered on a rolling basis. The application deadline is June 30, 2024.
Start date:
As soon as possible
Type:
Regular, Full-Time, Exempt, Confidential On-Site/In-Person Position

Compensation


The annual compensation depends on years of relevant experience; the range is $78,000 - $104,825. ALC offers an additional $1,000 annual compensation for proficiency in a language other than English and an additional $1,000 annual compensation for graduate degree(s).

Benefits


ALC’s comprehensive benefits package includes the following: generous vacation and paid holidays; medical, dental, disability, and life insurance coverage (ALC pays 100% of premiums for employees and 75% for qualified dependents); a flexible spending account (FSA); and 401K retirement plan with employer non-elective contribution and match.

The Opportunity


The Operations Manager conducts a wide variety of organizational tasks that enable front-line social justice work. The Operations Manager supervises an Operations Assistant and creates an effective, efficient, and comfortable workplace that supports staff and works with clients and the community. This work includes office and facilities management, determining and meeting staff and organizational needs, and creating and improving organizational systems and procedures. The Operations Manager works closely with and reports to the Director of Human Resources & Administration.

The Organization


Advancing Justice–ALC (ALC) is the nation’s first legal organization focusing on advancing and defending the civil rights of Asian Americans and Pacific Islanders (APIs). Since 1972, ALC has litigated high-profile civil rights cases, advocated for the passage of landmark policy changes, and provided an array of services, including community education, advocacy, and direct client representation to further the rights of low-income immigrants and communities of color. Current program areas include Workers’ Rights, Immigrant Rights, Housing Rights, Criminal Justice Reform, National Security & Civil Rights, and Voting Rights. A growing staff of 50+ provides strong collegial support and opportunities to learn about and collaborate with other program areas.

ALC is based in San Francisco, a hub of the Asian American rights movement, progressive politics, and social justice activism. Our location in Chinatown is the first mixed-use, affordable housing co-op in San Francisco, serving as a model for preserving affordable housing in the city and protecting tenants’ rights.

Responsibilities

Day-to-day activities vary in this dynamic position and include the following:

Facilities & Office Management

  • Lead onsite, day-to-day office and property management of ALC’s main facilities at 55 Columbus Avenue in San Francisco and supplemental office space in Oakland, CA
  • Serve as the organization’s safety and security office, including developing safety policies and protocols; ensuring periodic office hazard monitoring, reporting, and resolution; running ALC’s emergency warden program; developing, updating, and implementing organizational safety and emergency policies and procedures; and ensuring compliance with related federal, state, and local regulations
  • Monitor and order office supplies
  • Ensure equipment is maintained and functional, conducting minor repairs or ordering repairs as needed
  • Serve as primary contact and coordinate services with IT support vendor to set up systems and equipment, and ensure staff IT needs are met
  • Lead development, implementation, troubleshooting, and ongoing evaluation of office procedures to ensure the smooth functioning of the office (e.g. building systems, technology, reception, common resources, maintenance, mail and package delivery)
  • Remote and office workspace setup and onboarding of new employees
  • Supervising vendor and contractor work. Soliciting bids from vendors. Reviewing contractor bids and contracts
  • Liaising and representing the organizational needs to the landlord
  • Annual and monthly review of recurring bills. Bill submission for payment. Working with Finance staff to obtain required documentation from relevant staff
  • Responding to onsite emergencies, such as fire and security alarms going off and security breaches, and working with vendors and others responding to such alarms
  • Secure agency vendor account and password management

Staff Training & Support

  • Model and contribute to setting a friendly and professional work environment
  • Respond to all internal requests, questions, and issues in a timely manner
  • Staffing Operations office hour online
  • Maintain and update Operations resources for staff on ALC’s intranet
  • Develop and deliver internal trainings and drills (e.g. illness and injury prevention, in-office desk scheduling, earthquake safety, fire safety, room setup, agenda-setting)
  • Train staff on Zoom, Envoy, Slack, and other business systems or tools; monitor usage and develop and maintain policies and protocols
  • Prepare materials to support management proposals with the Labor-Management Committee and collective bargaining
  • Conduct new hire orientation for Operations set up with new hires

Other Duties

  • Mailing and arranging delivery/receipt of ALC equipment and supplies
  • Occasional lifting of boxes up to 15 pounds

Desired Qualifications

  • At least three (3) years of experience providing operations support in a law firm or legal organization
  • Strong understanding of operations, technology and facilities management
  • Understanding of or interest to learn local, state, and federal health and safety laws, regulations, and guidance
  • Ability to effectively manage multiple priorities and complete assignments on time
  • Strong interpersonal skills
  • Effective and responsive communication (verbal and written)
  • Attention to detail
  • Service orientation, including patience and resourceful problem-solving
  • Good time management and task prioritization skills
  • Meeting presentation and facilitation skills are highly desirable
  • Ability to express technical information in a way that a general audience can comprehend
  • Ability to maintain databases, records, and files
  • Working knowledge of Microsoft Office, Google Suite, Slack, Asana, and other office software or general communications software
  • A trusted colleague who works effectively within a nonprofit management team toward organizational goals and objectives
  • Ability to speak Cantonese, a plus but not required

All ALC staff are expected to participate in regular check-in meetings with their supervisor/supervisees, staff meetings, team meetings, and other organization meetings, as required. This includes two (2) annual retreats, an anniversary celebration dinner, and meetings as needed in the San Francisco Bay area.

The above statements are not intended to encompass all functions of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this posting.

Application Process

Interested candidates should submit the following by June 30, 2024:

  1. Cover letter explaining your interest in the position
  2. Resume
  3. Writing sample (no more than three (3) pages)
  4. Three (3) professional references

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Advancing Justice – Asian Law Caucus is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation based on an individual’s race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision-making, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, height, weight, or any other status protected by federal, state, or local laws. The Advancing Justice – Asian Law Caucus is dedicated to the fulfillment of this policy in regard to all aspects of employment, including, but not limited to, recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.