Operations Manager

Political Asylum Immigration Representation Project • Full-time • Boston, MA, US • $70k - $75k / year • 1m ago

The Political Asylum/Immigration Representation Project is the leading provider of pro bono representation to low-income asylum-seekers and immigrants unjustly detained in Massachusetts.

Job Title: Operations Manager

Reports To: Executive Director

Position Status: Full-Time Managerial Position, Exempt

Position Description

As a contributing member of PAIR’s Leadership team, the Operations Manager is critical to ensuring streamlined processes, systems, and operations for staff, fiscal management, human resources, accounting and office management. The Operations Manager will handle sensitive, confidential information and be involved in high-level decision-making at PAIR. The position is a hybrid work model of both remote work as well as work in the office (2 days/week), which includes on-site at partnering stakeholder’s place of business (such a community partner or vendor site) when necessary.

Accounting/Finance

Manage income/expense processing at PAIR and record information in accounting software and other platforms
Manage PAIR bill pay, generate financial reports, and documentation for vendors
Manage reconciliation of all income and expenses across PAIR’s financial accounts
Manage, review, and issue employee reimbursement requests
Track funds expended for specific budget items/projects
Manage time card system; Review employee time cards and submit bi-weekly payroll; Track all paid time off for employees and make updates to payroll
Work with Executive Director to prepare annual audit and financial review documentation with CPA and manage post-audit book-keeping adjustments
Generate budget, donor, or program reports as needed from QuickBooks or Salesforce
Support the Development Director with grant invoicing and financial requests from funders and donors

Human Resources

Manage recruitment and hiring process for staff and intern positions
Manage employee new hire orientation, including new hire paperwork, I-9 compliance, benefits enrollments and onboarding checklist completion
Manage employee offboarding, including relevant paperwork
Enter and maintain employee information electronically, including submitting updates as needed and annually
Manage equipment, email, and organizational accounts for all employees

Office Management

Work with Executive Director to manage employee and Board communications
Attend Board meetings and other confidential meetings and maintain notes/manage follow up
Support program managers, including updating them on office policies and other communication
Manage and maintain vendor relationships, including IT and cybersecurity support
Manage file keeping for contracts and organizational documents
Manage and direct procurement protocols for all equipment and supplies
Manage maintenance and upkeep of office equipment
Manage troubleshooting of office equipment, office systems, and staff questions
Manage spaces for clients, staff and guests and promote a welcoming environment
Manage and update shared office calendar and send reminder notifications
Research and manage the implementation of new systems and processes, as needed

Organizational compliance

Work with Executive Director on compliance (malpractice, property, benefits renewals, policy review, state and federal filings)
Lead organizational insurance plan administration such as Workers’ Compensation, General Liability, Unemployment, etc., including completing annual questionnaires, audit, and renewals
Work with Executive Director and HR to review and update office policies and benefits sheet
Annually apply for certification of good standing, SAM system verification, and Secretary of State report
Maintain and update Guidestar or equivalent funder portal profile with the Development Director
Supervise and mentor Administrative Associate
Manage in-office schedule, ensuring coverage of the front desk, cover desk as needed
Work with staff members, budgets, and procedures to ensure the implementation and success of programs

Other Support

Assist in preparing PAIR’s annual reports and other PAIR informational material
Assist the Executive Director and Development Director with special events and donor outreach
Assist PAIR leadership team as needed
Performing other duties as needed, including duties as part of PAIR’s overall staff or as identified by the Executive Director or Board of Directors

Qualifications

Bachelor’s Degree
At least three-five years of experience in Operations Management, specifically experience managing workplace issues, programs, and policies relating to full-time exempt and non-exempt employees
Massachusetts residency required
Experience working in an Accounting, Finance, Operations, Human Resources, Office Management, Administration, and/or a related field
High level of organization and attention to detail
Strong commitment to data integrity, understanding of accuracy in finances, and financial health and good standing
Excellent communication skills, including strong supervisory skills and responsiveness
Demonstrated ability to handle a high level of confidential and sensitive information with discretion
Excellent judgment, proactive decision-making skills, ability to prioritize tasks, and solutions-focused
Proficiency with computers and cloud-based systems (Google Suite, Microsoft 360, Salesforce, Quickbooks)
Ability to troubleshoot basic technology issues
Passion for our mission of supporting and empowering refugees and immigrants
Cultural sensitivity and ability to relate well and effectively in a diverse workplace with a diverse client population is required
Ability to establish and maintain a positive and professional relationship with co-workers, clients, and community service providers