Associate Director of Operations
Children Now is a nonpartisan whole-child research, policy development and advocacy organization dedicated to promoting children’s health, education, and well-being in California. Children Now also leads The Children’s Movement of California, a unique network of more than 4,600 parent, youth, business, labor, civil rights, faith, and community-based organizations, as well as thousands of individuals, working together to make children a top priority in public policy. Learn more at http://www.childrennow.org including about Children Now’s core organizational values.
About the Role
Children Now is seeking an experienced and highly motivated Operations professional, ideally with nonprofit legal and administration experience, to lead and manage the organization’s operations. The successful candidate will have a proven track record in operations including technology management, with the goal of maximizing efficiency and effectiveness throughout the organization, while ensuring all activities advance and are aligned with the organization’s mission and commitment to improving equity. The person in this role will build systems that endure and grow as the organization grows.
The ideal candidate is positive, flexible, solution-oriented and has a strong work ethic. The candidate should also be an effective leader and project manager who can direct the work of other operation staff. While candidates may not have strength and experience in all areas outlined below, the expectation is that one is proactive and open and willing to learn and develop skills to address any gaps. This position works closely with the Director, People and Operations and the Finance Director to ensure coordination and support on overlapping issues. This is a full-time position reporting to the Director, People and Operations and will be based in our Oakland office, with the opportunity for a hybrid work environment.
Primary Duties and Responsibilities
- Responsible for managing the day-to-day technology and operations of the organization, including developing, implementing, and monitoring efficient day-to-day operational systems and processes with a commitment to continual learning and improvement.
- Manages and improves internal technology communication systems and tools to best engage and connect employees, remote staff, and offices for a unified, informed organization, including overseeing relevant work of the Research and Operations Manager and the HR & Operations Coordinator.
- Responsible for overseeing all information technology components of the organization, including asset management, process improvement, IT security, upgrades, and training.
- Responsible for managing and working in conjunction with the organization’s external managed IT partner, including providing oversight and direction for their short and long-term IT related projects.
- Lead all facilities management, including leading a collaborative process to establish and implement new policies for in-person office use; Ensure the maintenance of office areas and equipment, including purchasing office supplies, furniture, and office equipment.
- Assists with overseeing and negotiation of office space leases and subleases; and coordinates and manages office moves or reorganization as needed.
- Oversees and maintains a safe work environment, including ongoing oversight of and revising as needed, the organization’s COVID Prevention Program.
- Ensure adherence to all government regulations, including Health Department and Environmental Protection Agency Standards; ensure safe and ergonomically appropriate workspaces whether in office or remote.
- Lead the planning and execution of all staff events with input from leadership, HR, and staff as appropriate, to ensure inclusive events aligned with our equity values and with the assistance of the HR and Operations Coordinator and other members of the Operations team.
- Develop and maintain an operating procedures manual, ensuring best practices and effective communication to staff regarding policies.
- Responsible for the work regarding the organization’s contracts led primarily by the Research and Operations Manager in negotiating terms, maintaining records, and tracking renewals, and communicating with contract leads, the development team, and the finance team.
- Responsible for work related to intellectual property, including trademark, primarily led by the Research and Operations Manager to maintain and improve systems for applying, renewing, monitoring, and tracking trademarks and copyrights as needed
- Responsible for developing policies and procedures, ensuring legal compliance and appropriate organizational development and reporting, and supporting the development of basic operations and tools, including the website and social media to support programmatic activities for an affiliated organization through a service contract.
- Lead lobbying reporting, with understanding of Federal law and IRS rules, State and County-level reporting requirements; working with the Research and Operations Manager, organize trainings, provide tools and systems, and serve as a point person for staff and consultants regarding lobbying, FPPC and other 501(c)3 legal compliance topics.
- Provide oversight for organizational compliance of the FPPC, including lobbying and gift reporting; Prepare FPPC quarterly lobbying reports.
- Lead and manage the organization’s insurance policies, including general liability, workers compensation, and cyber security, including claims, annual renewals, and any needed certificates of insurance.
- Oversee and supervise the daily workflow of the Operations team.
- Provides some support and assistance to the Director of Finance on special projects, as needed.
- Other duties as needed and appropriate.
Required Qualifications and Skills
- Proven experience as an operations director or relevant role, with a minimum of 7+ years of experience in project management, operations, and/or management.
- Significant experience working with 501(c)(3) organizations and significant knowledge of the legal frameworks and compliance issues for nonprofit organizations; Experience with affiliated 501(c)(4) highly valued.
- Proven leadership in technology management, including long term planning. Highly skilled with computers and relevant software (Microsoft Office 365), specifically proficient knowledge in SharePoint, OneDrive and Teams, and basic understanding of website platforms (Salesforce, Airtable).
- Knowledge and experience related to workplace safety and COVID prevention.
- Demonstrated ability to collaborate across teams and departments with an ability to integrate feedback from diverse stakeholders and build collaborative processes and to lead others to agreement.
- Deep commitment to Children Now’s mission and alignment to Children Now’s values, while centering Diversity, Equity, and Inclusion.
- Self-directed, independent, results-driven worker who can drive multiple programs through to completion.
- Excellent organizational and leadership skills; including project management or supervisory skills.
- Excellent written and oral communication skills and interpersonal relationship-building capacities with the ability to manage effective working relationships in a vibrant, diverse, and inclusive multicultural environment.
- Knowledge and understanding of financial reports and accounting processes a plus.
- Event, retreat and training management and planning skills.
- Ability to lift 15 pounds at a time.
- Ability to be able to move and rearrange light furniture.
- Ability to be able to set up office technology by occasionally requiring positioning under desks and dexterity to attach wires and cables.
Please complete the online application form located here. All applicants must attach the following as part of their online application: 1) cover letter, 2) resume, 3) two-to-three-page writing sample, and 4) three to five references (including former supervisors). Please submit attachments in PDF or Microsoft Word format only.
Children Now COVID-19 Vaccination Policy:
The health and safety of our employees is our number one priority. Thus, Children Now has implemented a COVID-19 vaccination policy covering all employees. To be compliant with this policy, all new staff members shall be required to provide proof of their vaccine status at the start of their employment, unless a reasonable accommodation is requested and approved.
Children Now is an equal opportunity employer and is committed to staff diversity, equity, and inclusion. Children Now values diversity as an asset essential to accomplishing our work and views diversity as including differences in race, national origin, age, sex, sexual orientation, gender identity and/or expression, disability, veteran status, job skills, education, and geographic location and any other category protected by law. We encourage all qualified candidates to apply.