Operations Manager

TO APPLY Please send resume, cover letter, and list of three references to jobs@waisn.org. All documents must be in a single PDF in one email with “Operations Manager” in the subject heading. Applications will be accepted on a rolling basis until the position is filled. Priority for applications received by February 16th, 2024. No phone calls please.

COMPENSATION This is a full time position. The salary range for this position is $80,000 - $85,000 annually for full-time work, contingent on experience and mastery of written and spoken languages beyond English.

REMOTE/ HYBRID WORK POLICY WAISN employees are currently located across the state of Washington and do not share a centralized office. Staff members are not required to work in person when handling day-to-day role responsibilities but will be expected to gather for events such as staff retreats and other all-staff reunions throughout the year. New staff members will be offered a $2,000 stipend to aid in relocation from out of state to Washington state if selected for their respective positions.

POSITION SUMMARY

The Operations Manager will be responsible for overseeing the day-to-day operations of WAISN. Our systems are new, so there is room to make recommendations to improve productivity and efficiency. This position is a key collaborator and thought partner for the Executive team, human resources, information technology, and finance team. Near term projects include improved Google Drive file storage, streamlined bill paying and staff reimbursement processes, ensuring a stable technology infrastructure, and preparing for a financial statement audit. The Operations Manager is a full-time salaried position that reports to the Finance Director.

KEY RESPONSIBILITIES

Operational Systems & Maintenance (50%)

Oversee the smooth operations of all office/administrative functions, including:

• Collaborate with the Executive Team and consultants to identify areas of operational improvement;
• Develop and implement streamlined processes to meet operational and accounting needs;
• Develop “how-to” guides and tutorials for organizational policies and procedures. Lead staff training as needed to communicate policies and procedures;
• Manage key vendor relationships related to operations, finance, and technology;
• Collaborate with Personnel Success Manager to maintain employee benefits, processing payment and reimbursements;
• Serve as the liaison and the main point of contact between WAISN and IT consultant;
• Implement basic IT functions in collaboration with the staff and with support by contracted IT personnel;
• Administer and optimize Google and Microsoft account management, ensuring seamless functionality and strategic utilization;
• Secure and maintain confidential and detailed records;
• Lead and execute comprehensive materials and inventory management strategies;
• Proactively manage correspondence within the organization's info and admin email accounts;
• Mail system management and tracking, including sorting and addressing additional invoices and notices;
• Oversee the continuous management of in person office spaces, equipment and storage units.

Finance & Reporting (20%)

• Collaborate with the Finance Director and outsource accountants to maintain all aspects of accounting/bookkeeping, including A/P, A/R, banking, and credit cards and month-end close process;
• Establish and maintain effective filing systems (both digital and physical) for all financial, grant, audit, and personnel;
• Pay all invoices on time;
• In collaboration with the Development team and the Executive Directors, manage budgets and financial reports;
• Coordinate preparation of local, state, and federal tax compliance documents with the Finance Director and work with outsource accountants to electronically file reports.
• Support annual financial statement audit process.

Legal Compliance (15%)

• Coordinate with Finance Director and outsource accountants to ensure timely filing of all Federal, State, and City reports and returns.
• Ensure that all local government licensing and registration requirements are up to date and maintained including but not limited to; Department of Revenue, Employee Security Dept, Labor and Industries, Secretary of State registration, Secretary of State Charitable renewal, 501 c(3) status, and DUNS.

• Ensure that WAISN is compliant with all commercial insurance including but not limited to: general liability, auto insurance, Directors & Officers Insurance, and Cyber Security. Maintain current certificates of insurance.

Management & Collaboration (15%)

• Supervise and manage a team of up to 3 full time and/or part time people;

• Track all contracting/consulting relationships, providing template contracts and ensuring that contracts are signed and filed and W9’s are provided;
• Participate in staff meetings, supervisor meetings, and other organizational events;
• Other duties as assigned based on organizational needs.

Job Requirements and Preferred Personal Traits

• Minimum of four (4) years of non-profit administration experience and hands-on experience with financial management;
• Minimum of four (4) years of organizational and operations effectiveness and compliance;
• Minimum of two (2) years of leadership experience supervising at least two employees;
• Experience with nonprofit accounting and systems to support bill paying, tracking revenue, and tracking grants;
• Strategic and analytical thinker with the ability to pivot from big picture to detailed implementation as needed;
• Able to translate compelling strategies into actionable plans and lead others to execute them with exceptional quality;
• Ability to operate in a dynamic environment: Nimble, fast-paced and detail-oriented, bringing a passion for making things work well and an ability to handle a large volume of work in a high performing environment;
• Proficiency in Microsoft Office and Google suite; familiarity with Little Green Light, credit card processing systems, and QuickBooks a plus;
• Independent and strong leader that is able to drive projects and programs to completion;
• Experience working in diverse communities and with grassroots organizations;
• Capable of creating and maintaining a positive organizational culture and a culture of collaboration;
• A demonstrated commitment to social and racial justice issues and understanding of challenges facing immigrant communities, communities of color, queer and transgender communities, as well as low- and moderate-income families;
• A demonstrated commitment to cutting edge progressive values that champion an intersectional, decolonial, and transnational feminist agenda centered around the dismantling of all systems of oppression;
• Demonstrates self-awareness of their own multiple group identities and their unconscious biases, can adjust to different spaces accordingly;
• Ability to communicate and build strong relationships and trust across race, gender, class, and other group identities, both internally and externally;
• Knowledge and willingness to learn about the U.S. immigration system, preferably with lived experience as an undocumented person, immigrant, or immigrant family;
• Excellent writing and communication skills;
• Bilingual/Multilingual skills are highly preferred and desired;
• Maintain a valid driver’s license;
• Must live in Washington State. Occasional travel within the state may be required.

Job Type: Full-time

Pay: $80,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Relocation assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Seattle, WA 98134