Operations Manager

Summary

The ACLU of Massachusetts (ACLUM) seeks an Operations Manager to help ensure operations run smoothly and support risk management for the organization. The focus of this role is to manage office safety and security; help develop and monitor staff adherence to managerial policies; maintain business insurance policies and broker relationships; maintain shared services, office equipment, furnishings, and related vendor contracts; and lead operational aspects of on- and off-boarding for all staff. This position reports to the Chief Operations and Talent Officer and works closely with other ACLUM departments to ensure operational effectiveness and mitigate organizational risk.

The ideal candidate is process, people, and action oriented; is a highly organized systems thinker, conscientious, personable, and adaptable; has demonstrated the ability to achieve operational efficiencies in a manner that also enriches the employee experience; and is at ease interacting with a diverse mix of stakeholders, in person and virtually.

Essential Duties

Office Safety and Risk Management

• Partner with the Chief Operations and Talent Officer to formulate, effectuate and implement managerial policies and safety protocols. Make such policies and protocols operative, and monitor staff and visitor adherence to them.
• Manage all aspects of physical office safety and security, including compliance with workplace safety regulations, and maintenance of emergency response protocols. Coordinate with the Executive Director and Operations team in the event of an emergency.
• Ensure regular staff, interns, contractors, visitors, and vendors have proper levels of access to and within the office.
• Maintain business insurance policies and manage updates. Coordinate with the Executive Director, Chief Operations and Talent Officer, Finance, and insurance providers to address insurance claims, as needed.

Operations Management

• Conduct operational assessments and devise systems to manage business risk and effect operational efficiencies.
• Serve as primary liaison between property management, building security, office visitors, and hosting staff. Facilitate staff adherence to visitor protocols, and address security concerns as they may arise.
• Negotiate and manage contracts with office equipment and shared service vendors. Arrange for maintenance and repairs, and procure new equipment and services, as needed.
• Oversee and ensure operability of office furniture and fixtures. Arrange for regular maintenance, repairs, custodial services, and replenishment of supplies, as needed.
• Receive and process items delivered to the office. Review and triage correspondence in the general ACLUM email box.
• Plan and execute logistics for Operations-hosted events, with assistance from administrative staff.

HR Support

• Partner with the Chief Operations and Talent Officer and HR Generalist to formulate, implement, and uphold personnel policies.
• Provide support for the HR Generalist in confidential tasks related to sensitive employee matters, including labor-management meetings, collective bargaining and contract administration.
• Partner with the HR Generalist and IT Manager to onboard new employees, contractors and volunteers, and off-board them when they depart.

Other Responsibilities

• Special projects and other tasks as assigned by the Chief Operations and Talent Officer.

Qualifications, Experience and Attributes

• Minimum of three years’ experience in business operations and related administration in an office setting.
• Associate or bachelor’s degree preferred.
• Skilled in basic business analysis.
• Strong project management skills with the ability to effectively prioritize work tasks, manage multiple responsibilities simultaneously, and meet tight deadlines.
• Strong systems thinker with a continuous improvement mindset. Direct experience implementing Lean-Six Sigma principles and practices a plus.
• Excellent interpersonal, verbal and written communication skills.
• Highly proficient in the use of Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and SharePoint. Experience using work management software, and aptitude to learn new applications.
• Keen attention to detail and high-quality output.
• Ability to work proactively, collaboratively, and independently at times to get things done.
• Ability to maintain confidentiality in handling sensitive business and personnel information; data, records, and materials; and other organizational matters.
• Strong belief in ACLUM’s mission and work to defend and strengthen civil rights and civil liberties.
• Commitment to diversity and inclusion. Respect for differences in race, ethnicity, age, sexual orientation, gender identity, religion, ability, and socio-economic background.

Key Performance Indicators

• Effectiveness in managing office safety and security, and timeliness in addressing security concerns
• Attentiveness and diplomacy in facilitating staff and visitor adherence to managerial policies and protocols
• Diligence in performance of on- and off-boarding activities for new and departing staff, contractors, and volunteers
• Proactivity in maintaining office furniture, fixtures, and equipment
• Capable management of contracts with equipment vendors and shared service providers

Other Requirements

• Frequent written and verbal communication
• Extensive reading, preparing, and analyzing information, in hard copy and electronic format
• Frequent and extended periods of being in a stationary position
• Frequent transporting and handling of light packages
• Periodic need to set up small office equipment, manipulate equipment settings, reach shelves and cabinets, and configure meeting room furniture
• Flexibility to accommodate work outside of regular business hours when warranted

Compensation

Salary commensurate with experience. Benefits include 401(k) plan, medical and dental insurance, and paid vacation and holidays.

About the ACLU of Massachusetts

The ACLU of Massachusetts (ACLUM) was founded in 1920 and is an affiliate of the American Civil Liberties Union (ACLU), a nationwide, non-profit, non-partisan membership organization that works to preserve and expand the freedoms guaranteed by the Bill of Rights. Through strategies of litigation, advocacy, public education, and grassroots activism, we strengthen and expand public understanding of racial justice, juvenile justice, LGBTQ rights (including equal marriage), women's rights, criminal justice issues, equal opportunity, free speech and assembly, privacy rights, religious liberty, students' rights, voting rights, and reproductive rights.

ACLUM is an equal opportunity employer and encourages women, people of color, persons with disabilities, queer people, and formerly incarcerated people to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

This position is based in Boston, MA and requires being in person most days, with some flexibility to work from home. ACLUM has a Covid-19 vaccine mandate, and candidates receiving a job offer will be required to show proof of being fully vaccinated against COVID-19 prior to commencing employment. Exemptions to this requirement will be considered on a case-by-case basis in accordance with applicable law. Applicants should be aware that fully remote work will not be deemed a reasonable accommodation.