Operations Manager Job Description

Position Opening: Operations Manager

Salary Range: $55,000 – $64,000
Classification: Full Time, Non-Exempt
Work Location: Remote
Residency Requirement: Employee’s home office must be located in one of the following states: MA (preferred), NY, PA, IL, OH, VA, GA, WA, CA 
Posted: May 17, 2024
Application Deadline: Rolling until filled.
Start Date: Soon after hire

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Who We Are

The Jewish Organizing Institute and Network for Justice (JOIN for Justice) is the premier national Jewish organizing training institute in the United States, with over 20 years of experience training rabbis, Jewish leaders, and everyday people to be effective changemakers in order to create a more just world. We have trained and mentored over 8,500 Jewish leaders and community organizers through our clergy programs, fellowships, synagogue initiatives, online classes, and consulting work. 

To learn more about our work, please visit www.joinforjustice.org 

Position Overview:

We are seeking an Operations Manager to join our growing team. Reporting to the Chief Financial Officer (CFO) and working closely with the Director of Development, the Operations Manager oversees various organizational systems. Responsibilities include managing the CRM system (EveryAction), general office duties, developing and administering internal processes, and supporting HR functions. Additionally, the role involves managing grant application projects (not including grant writing), and providing administrative support for development and finance efforts. Successful candidates should have 2-3 years of relevant experience, proficiency in database/CRM systems, strong attention to detail, project management skills, excellent communication skills, and alignment with JOIN’s values. Additional experience within the Jewish community, remote work, or community organizing is beneficial.

Job Responsibilities

Organizational & People Systems

• Oversee the organization’s ongoing use of EveryAction, our CRM system.
• Perform general office duties for our virtual office. Support the growth and improvement of a safe, accessible, cost-effective, productive office for all staff. 
• Administer internal standard operating procedures; determine the need for new processes and develop them in coordination with the CFO.
• Track and administer state agencies and other online accounts.
• Will be trained to manage consultant and vendor contracts. 
• Serve as key coordinator between Development and Finance departments.
• Assist CFO with employee benefits administration and annual renewal processes.
• Be a proactive and reactive resource for the staff and support organization at large in administering internal processes. 
• Occasional – Support HR in logistics of hiring, onboarding, and offboarding of staff.

Grants & Development 

• Will be trained to project-manage our grants portfolio, both applications and reporting (this does not include full grant writing responsibilities). 
• Oversee and maintain all Development tracking systems (EveryAction and Google Sheets). 
• Assist staff with the ongoing stewardship and cultivation of donors, including donor events and other activities.  Develop and utilize donor development materials, such as pledge forms, thank you letters, and more.   
• Provide administrative support for the Development team and volunteer Growth Campaign/ Fundraising Committee, including note-taking. 
• Conduct donor and foundation research at the request of the Development Team.

Financial Systems

• Coordinate our expense systems: Help our outside accounting firm process payments. Work with our program coordinators to pay mentors and other external advisors. Manage vendor relations, such as Zoom.
• Update and improve documentation for department processes and financial policies as needed.  
• Process and track all income in our EveryAction CRM database, including

pledges and donations. Also work with Program Coordinators and our outside accounting firm to record and track program income.

• Support the annual audit by preparing forms, creating reports, and retrieving documents.
• Work with CFO to create temporary Excel worksheets for  scenario comparisons or to perform research for the Executive Directors, as needed. 

What You’ll Need to Succeed

To be successful in this job, you will have the following:

• 2-3 years of experience in office management and/or development work.
• 2-3  years of experience with databases/CRM systems (we use EveryAction).
• Proficiency in the Google Suite of products, plus Zoom and Microsoft Office. 
• A very strong attention to detail, especially in terms of written/numeric data and clerical record-keeping.  
• Ability to project manage effectively, drive project goals forward and keep staff on deadline.
• Excellent written and verbal communication skills. 
• Exceptional autonomous time management skills with the ability to prioritize tasks, keep track of long-term projects, and meet deadlines.
• The ability to handle confidential documents and personal information with discretion, trustworthiness, and accountability.
• A commitment or willingness to deepen one’s education about racial justice and disability justice work. 
• Alignment with JOIN for Justice’s values – you are comfortable representing JOIN’s mission, vision, and values.

Not required, but helpful additional items:

• Experience or comfort working within the Jewish community.
• Experience working for a fully remote organization.
• Familiarity with community organizing.

What Your Typical Work Day Might Look Like:

• Drafting a project timeline for an upcoming grant proposal deadline and sharing it with relevant team members.
• Entering the week’s donations into EveryAction: making sure the backup is filed, and information is shared with our external accounting team.
• Provide technical support to a staff member on how to complete a task in the database.
• Working on a temporary project with the CFO, creating a comparison chart to evaluate which new payroll company to select. 
• Attending a weekly Development team meeting to participate, take notes, and report out on projects.
• Creating a standard agreement document for a new consultant and send it out for signature using AdobeSign.
• Reaching out to a client regarding an overdue payment. 

Your Compensation and Benefits

• Salary Range: $55,000 – 64,000 depending upon experience.
• Benefits: 80% employer paid health and dental insurance, 5% 401(k) match after one year. Other benefits include health & dependent care FSA accounts, employer-paid life and disability insurance. 
• Vacation time: 12 days in first year, 15 days in second year.
• 12 health & wellness days (sick time) per year.
• Holidays: Generous Federal holiday schedule, plus 13 Jewish holidays.
• WFH Office: A company computer and virtual phone line will be provided, plus $50 a month to cover home office expenses. 

Your Work Location/Travel Requirements:

This role is full-time and remote within the continental United States. All JOIN for Justice staff work core hours from 12-5 pm ET, Monday through Friday, with the remainder of working hours set in agreement with their supervisor to accommodate the time zones in which the candidate is located. The Operations Manager must be able to travel domestically once a year for all-staff retreats.  

Timeline

The ideal start date for this position is as soon as possible. All applicants will be notified that their applications have been received.

How to Apply

Applications will be accepted and interviews will be conducted on a rolling basis.  All applicants must fill out an informational survey located here.   

JOIN recognizes that the majority of its staff is white-identifying. We strive to deepen our accountability to and representation of historically oppressed and marginalized identities. 

JOIN for Justice is an equal-opportunity employer. Systemic inequities in hiring have caused many women, people of color, and LGBTQ+ people to apply to jobs only if they meet 100% of the qualifications. If you have some but not all of the qualifications listed above and believe you would excel in this role, we strongly encourage you to apply for this job. 

In your cover letter, be sure to explicitly highlight how your experience, skills, and personal qualities have set you up to succeed in the role. We carefully consider applicants for all positions without regard to race, color, religion, creed, gender identity, sexual orientation, national origin, age, disability, marital or veteran status, or any other legally protected status. You do not need to be Jewish.