Civic TN · 1 month ago
Operations Manager or Director, depending on experience
United States
Full-time
Remote
Mid, Senior Level, Lead/Staff
$70K/yr - $85K/yr
3+ years expCivic TN is a nonprofit organization seeking an Operations Manager or Director to oversee core operational functions including finance, human resources, administration, compliance, and technology. The role requires a strategic vision and hands-on management experience to ensure organizational excellence and alignment with strategic goals.
Civic & Social Organization
Responsibilities
Maintains databases, files, and document storage/retention as outlined by policies and procedures
Completes insurance renewals and maintains insurance policies
Ensure compliance with federal, state, and local nonprofit regulations, including maintaining 501(c)(3) and 501(c)(4) status, annual filings (IRS Form 990), lobbying and political activity tracking and reporting, and charitable solicitation registrations, working with external counsel as necessary
Manage risk and ensure adherence to all contractual, insurance, and grant reporting requirements
Develop, review, and maintain internal policies (e.g., conflict of interest, whistleblower, data privacy, document retention) to ensure legal and ethical operations
Creates and maintains operations processes documentation/manual
Provides training, resources, and/or technical assistance to nonprofit partners regarding operational best practices, compliance, etc. as appropriate
Support in the workflows related to organizational grantmaking, including managing the workflow and process, ensuring proper file management, grant making due diligence process, and preparation of agreements
Participates, as needed, in special organizational projects
Oversee budgeting, financial planning, and reporting processes in partnership with the accountants and finance consultants
Monitor financial performance, ensuring strong fiscal alignment with mission goals
Maintain compliance with nonprofit regulations, insurance requirements, and contractual obligations
Coordinate with accountant to support in the processing of accounts payable, expense reimbursements, journal entries, grant payments, and audit confirmation requests
Prepares and makes deposits as necessary
Works with accountants on monthly bank reconciliations
Manages contractor and vendor procurement workflows
Works with accountants to prepare vendor list for Executive Directors to review semi-annually from Quickbooks Online
Supports the organization's annual audit
Reviews all fiscal policies annually to ensure compliance
Supports the Executive Directors in the coordination of all board meetings for both entities, which includes preparation of agendas and materials for meetings
Transcribes and prepares Board minutes
Assists the Executive Directors with the human resources functions, including acting as backup for payroll approval with an outsourced HR firm
Support HR strategy and develop practices (recruitment, onboarding, compensation, performance management, staff well-being, and professional growth) that are equitable and inclusive Manage the organization's PEO relationship, which includes:
Manage annual benefits renewals
401k plan compliance
Ensuring the organization meets requirements for employee-related compliance (e.g., wage and hour laws, OSHA, EEO, and labor regulations)
Serve as the point of contact for staff for HR related matters including benefits, payroll, policies, etc
Support a culture of learning, belonging, and accountability across the organization
Ensures Employee Handbook and policies are equitable and updated
Serves as IT main point of contact (new employee IT set-up, email administrator in GSuite, etc.)
Communicates and manages outsourced IT provider(s) when there are IT issues
Orders, tracks, supports, and maintains organizational IT and A-V equipment
Manage all organizational platforms (subscriptions, renewals, systems, access, etc)
Qualification
Required
3-5 years work experience in financial management, operations, and compliance with multi-entity organizations' financial management, operations, or nonprofit administration
Demonstrated commitment to racial and gender equity and record of success working with communities of color, women, low-income people, LGBTQIA individuals, and/or other historically underrepresented communities
Demonstrated success in building systems, managing teams, and improving organizational performance
Strong financial acumen and experience managing budgets of [$1–$3M million]
Commitment to equity-centered leadership and demonstrated HR experience with recruiting, hiring, orienting, coaching, and providing ongoing feedback; performance planning, evaluation, and professional development
Excellent strategic, analytical, and communication skills
Proven ability to work effectively within a small and diverse team, and lead through influence and collaboration in a dynamic, growing organization
Excellent interpersonal skills
Exceptional time-management and planning skills
Ability to organize and prioritize workload and meet deadlines
Ability to maintain exceptional organization with all records and files
Ability to recognize opportunities for improvement and efficiencies and work with the team to implement them
Excellent written and spoken (English) communication and robust administrative skills
Preferred
Experience with a CRM database (EveryAction, Salesforce, Salsa, etc.)
Experience with accounting (Quickbooks, Netsuite, etc.)
Experience with MS Office and Google Suite
Experience with human resources/payroll software
Experience managing IT and troubleshooting technology issues
Reliable transportation
Benefits
Medical
Dental
Vision
401(k) Retirement Plan with employer match
Basic Life and AD&D Insurance
Voluntary Employee Paid Life and AD&D Insurance
Short Term Disability
Long Term Disability
Company
Civic TN
CivicTN is a 501(c)(3) nonprofit civic engagement coalition of over 35 local-based organizations throughout Tennessee that are working individually and collectively to create a more accessible, inclusive, and representative democracy by amplifying the voices, leadership, and expertise of communities who have historically experienced deliberate barriers to civic participation.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase