Operations Manager

Operations Manager

Department: Administration and Resource Development Department

Supervisor: Deputy Director of Administration and Resource Development

Salary: $70,000 - $90,000 annually

Benefits: Full medical, dental, vision, disability, and life insurance covered at 100%; flexible work schedule; flexible paid time off with approval from supervisor; paid holidays; phone and travel allowance; child and pet-friendly workplace.

Position & Status : Full-time, 40 hrs/week, exempt

Anticipated Start Date: January 8, 2025

Location: Hybrid (based in Oregon) Ability to work from home up to 2 days/week

Physical/Cognitive Details: Regularly required to use a computer and phone to perform work and communicate with others for several hours each day. The noise level in the office is moderate.

Imagine Black (formerly PAALF Action Fund) helps our Black community imagine the alternatives we deserve and build our political participation and leadership to achieve those alternatives. Since our start in 2009, we have envisioned a world where people of African descent enjoy the rights, resources, and recognition to be a thriving, resilient, and connected community.

At Imagine Black, we have strengthened our commitment to a Black Queer Feminist (BQF) theory and practice. BQF provides a more holistic understanding of our conditions and connectedness as Black people. As a result, we understand that liberation for all Black people can only be realized by lifting the voices and experiences and prioritizing the issues of historically silenced and vulnerable groups within Black communitiesspecifically, queer, trans and GNC, femme, poor, disabled, working and undocumented people (adapted from BYP100).

Imagine Black is a 501(c)(4) multi-issue grassroots organization in partnership with our sibling 501(c)(3) organization, Imagine Black Futures. We have a staff of nine and an operating budget of around $3.5M.

More information about Imagine Black can be found at imagineblack.org.

Imagine Black is seeking a proactive and organized Operations Manager to enhance our operational efficiencies and support our community engagement initiatives.

This role is crucial in managing our day-to-day operations, including financial operations, event coordination, data support, general administrative tasks, and comprehensive office management.

Financial and Contract Administration (25%)

• Assist in managing financial operations, including bookkeeping, accounts payable and receivable, and contract management.
• Ensure appropriate policies, procedures, and processes concerning financial transactions are followed.
• Ensure timely distribution of stipends to community participants and effectively handle financial commitments to partners.

Meeting and Event Coordination (25%)

• Coordinate logistics for on-site and virtual events and meetings that advance our community engagement, research, and coalition activities.
• Manage setup and breakdown for on-site and virtual events, coordinate with vendors, and handle participant registration and inquiries.
• Manage promotional materials inventory (e.g., t-shirts, rain jackets, postcards, etc.), ensure department tracking, and coordinate re-orders with the communications team.

Data Support (25%)

• Enhance data collection and management from community engagements, workshops, and surveys.
• Maintain and update contact databases and track donations to bolster relationship management and fundraising efforts.

Office Management and General Support (25%)

• Greet visitors and provide necessary assistance.
• Provide exceptional customer service by handling internal and external queries, offering solutions, or directing calls to appropriate departments.
• Monitor shared inboxes and respond or forward to them, including voice and electronic messages.
• Answer phone calls and direct callers to appropriate staff extensions. Manage and update after-hours messaging for holidays and other notable changes.
• Manage office equipment and supplies, ensuring all are in good working condition and adequately stocked.
• Maintain relationships with vendors and manage facility infrastructure maintenance and repairs, including copiers, postage meters, computers, printers, network, and telephone systems.
• Serve as the primary contact for office security system monitoring.
• Manage inventory and procurement of office, restroom, cleaning, and kitchen supplies, ensuring cost-effective purchasing.
• Oversee relationships with property managers cleaning company.
• Maintain a clean and safe office environment, coordinating additional staff support.
• Coordinate office moves, handle property management maintenance requests, and ensure common areas are kept neat and professional.
• Develop and implement new office procedures and practices and produce necessary documentation and training materials for staff.
• Develop and manage the on-site Emergency Action Plan, assessing potential risks, creating response strategies, conducting staff training, and keeping the plan updated to ensure preparedness and safety.

The above mentioned duties are intended to serve as a partial list of all duties required in this position. This job description is intended to provide a representative summary of the primary duties and responsibilities. This role may only be necessary to perform some of the listed duties and may be required to perform additional duties as requested.

Requirements

• Passion for the mission & vision of Imagine Black and our BQF lens.
• At least three years of combined experience/education in nonprofit management with the majority of the stated job responsibilities.
• Proficiency in data management software and basic financial management.
• Comfortable working in a fast-paced, complex organization where a commitment to excellent service is expected.
• Knowledge of office management responsibilities, systems, and procedures
• Excellent track record of building and sustaining excellent relationships both internally and externally.
• Strong attention to detail.
• Ability to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Strong organizational and planning skills, while maintaining a high degree of flexibility.
• Strong attention to detail and problem-solving skills.
• Ability to use online systems and tools to successfully function in a hybrid work environment.
• Excitement to build systems and processes with the ability to take a long-term, thoughtful approach to achieve organizational goals.
• Aptitude for managing relationships with programs, third-party vendors and other key groups.
• Enthusiasm to proactively solve problems and collaborate with various colleagues and partners.
• Experience using Google applications and/or Microsoft Office.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Proven skills in working and communicating with communities within the African diaspora, especially with descendants of enslaved Africans, African immigrants and refugees, and Caribbean immigrants and refugees.
• A commitment to applying a Black Queer Feminist lens to operations work plans.
• Familiarity with the unique challenges facing Black Oregonians.
• Commitment to confidentiality and ability to exercise absolute discretion.

• Demonstrated alignment with Imagine Black/ Imagine Black Future's mission and a strong commitment to racial and/or social justice.
• Experience in nonprofit accounting.
• Knowledge of EveryAction or comparable unified CRM, fundraising, organizing, and donor management software.
• Knowledge of Xero or comparable unified bookkeeping software.
• Ability to manage a project from inception to completion.
• Familiarity with Gusto, Asana, Slack, Zoom, or similar systems.
• Lived experience with or intimate knowledge of Black community issues, particularly in Oregon. Bi- or multi-lingual (Arabic, Amharic, Swahili, and Somali-speaking applicants are encouraged to apply).

Benefits

Full medical, dental, vision, disability, and life insurance covered at 100%; flexible work schedule; flexible paid time off with approval from supervisor; paid holidays; phone and travel allowance; child and pet-friendly workplace.

Please do not send emails or make phone calls regarding your application.

Please apply through the provided link by submitting your resume and cover letter. In your cover letter, detail your interest and qualifications for the position, emphasizing experiences and competencies that align with the role's requirements.

For this role, we are not concerned with aesthetically beautiful materials -- our main concern is understanding how well you meet the stated qualifications and any other information that will help us understand how you might be a good fit for Imagine Black and vice versa. You're welcome to also include anything else you feel is pertinent for us to have in your application materials, though this isn't necessary.

Racial equity is of utmost importance for our search. If you do not meet all of the required qualifications for this role but feel you can be a great addition to our team, please apply and let us know why we should meet you!

Applications will be accepted on a rolling basis until the position is filled, with priority given to those received by Friday, Friday, November 29 2024.

Imagine Black embraces diversity in a profound way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We seek to recruit, develop and retain the most talented people from a diverse candidate pool - because we know the more inclusive we are, the better our work will be.