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Positive Women's Network — USA | Operations Manager

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Published 3 days ago

About Positive Women's Network — USA

Positive Women's Network — USA (PWN) is a national membership body of women and people of trans experience living with HIV. We are dedicated to leadership development, movement building, and intersectional policy advocacy to advance human rights and dignity for all people living with HIV.

We are a non-traditional HIV advocacy organization committed to building power for our constituency, and our policy approaches and workplace culture reflect that. Grounded in racial, gender and economic justice, PWN-USA builds power for communities most impacted by the HIV epidemic through political education and leadership development, issue-based and electoral organizing, policy advocacy, and narrative charge. PWN-USA's vision demands that our communities are free from interpersonal, structural and state-sanctioned violence. Out vision demands that we are free from surveillance, confinement and the carceral state—regardless of race, HIV status, immigration status, how we earn money, and which substances we use.

We are in a growth phase; as such, we seek self-directed, motivated and strategic thinkers who are able to adapt as our organization shifts and grows, who are highly organized systems thinkers, and who bring experience in developing protocols and organizing processes. For all positions, PWN-USA seeks an understanding of the intersections between racial, gender, and economic justice.

Our staff size ranges between 11 and 14 depending on the season, and we engage 10 to 20 contractors for specific project work at any given time. All staff work remotely for the duration of the COVID-19 pandemic; currently, our team is spread out in all four continental U.S. time zones.

PWN is a fiscally sponsored project of Movement Strategy Center, a 501(c)3 non-profit organization.

About this role

The Operations Manager (OM) is the central administrative hub for PWN's people (staff, board, and members), money (income, expense, assets, and liabilities), and technology (systems and devices). The position holds a balance of big-picture and detail-level projects and responsibilities.

The OM oversees daily operations, supports project management and program reporting, manages infrastructure, operations, and technology for our national and remote offices, and creates and implements organizational policies and procedures. Reporting to a Senior Director, the Operations Manager is a member of the leadership team; as such, they provide guidance and input on the overall activities of the organization, while overseeing operational functions.

Responsibilities

Responsibilities include, but are not limited to, the items listed below.

Finance (40%): account for income and expenses through organized record-keeping.

  • Income
  • Monitor incoming payments from foundation grants
  • Prepare and send receivable invoices for fee-for-service work
  • Support leadership as needed with grassroots fundraising appeals
  • Expenses
  • Accounts Payable - prepare and submit payment requests to fiscal sponsor weekly
  • File receipts, describe, and code all PEX (debit card) charges for program spending and operating costs
  • Review and correct staff reimbursement requests (Expensify)
  • Record-Keeping
  • Maintain organization-wide list of active projects, including timeline, budgeted expenses, and actual expenses
  • Support leadership with annual budget-planning process
  • Review monthly financial statements from fiscal sponsor
  • Manage vendor contact information and contracts
  • Maintain organization-, department-, and project-level tracking spreadsheets (budget-to-actuals & cash flow statements)

Operations (40%): provide staff and member-leaders with the material supplies, digital tools, and information management needed to implement programs smoothly and efficiently.

  • Information Technology: manage PWN's systems and tools
  • Manage organizational accounts, files and passwords
  • Maintain PWN Systems & Tools (GSuite, Box, LastPass, Asana, Microsoft Office, others that may be added)
  • Teach staff to use PWN systems and tools and troubleshoot as needed
  • Onboard new staff and offboard exiting staff
  • Onboard and offboard contractors and other vendors
  • Select, acquire, configure, deploy, maintain, and decommission equipment and devices
  • Logistics: manage in-person and virtual events
  • Arrange transportation for events
  • Arrange lodging for events
  • Arrange catering for events
  • Order supplies for events

Organizational Development (10%):

  • Participate in planning, evaluation, and strategy sessions to assess impact and to achieve organizational goals.
  • Develop, implement, and monitor annual finance & operations department work plans.
  • Provide logistical support for board of directors' communications, committee work, and meetings.
  • Provide logistical support for hiring, onboarding, and performance review processes.

Administrative and Logistical Support (10%):

  • Provide administrative and logistical support to co-directors, including calendar and communications management, travel arrangements, and managing logistics and administrative needs for organizational meetings and events as needed.
Successful candidates will possess all of the following qualities and skills:
  • Systems and Forward Thinking: We are looking for someone who really loves innovating and implementing systems, protocols and processes. Applicants should demonstrate the ability to view a whole system with its parts, and to develop processes that increase efficiency and impact.
  • Project Management: Applicants should have experience developing and tracking action plans, timelines for projects, deliverables, and reporting on data.
  • Highly Organized: Applications should thrive on attention to detail, and enjoy organizing and tracking materials, setting and managing priorities, tracking details of administrative work, project management, and event planning.
  • Self-Directed: Applicants should love problem-solving; demonstrate initiative and accountability; be comfortable managing projects and volunteers as well as working independently.
  • Adaptable: Applicants should be comfortable working with constituencies with a broad range of professional experience and literacy levels; adaptive to shifting and evolving organizational priorities.
  • Communicative: Applicants should have excellent verbal and written communication skills and be skilled in interpersonal relations.
  • Tech-Savvy: Applicants should be proficient in utilizing common office software, Google suite, online project tracking tools, be competent with basic social media, and comfortable navigating websites to manage vendor accounts and vendor communications.
  • Collaborative: Applicants should demonstrate the they are a great team player and listening with strong interpersonal skills, including the ability to work with staff and consultants remotely.

Supervisory Responsibility

This position currently does not supervise other employees but may in the future.

Expected hours of work

Standard days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m. Daily schedule is flexible within the proximity of this time frame, and will be decided in consultation with the supervisor.

Travel

No significant travel is expected, but occasional domestic travel may be required for meetings and conferences once it is safe.

Position Type and Compensation

  • 100% FTE non-exempt hourly position with a generous benefits package supervised by a Senior Director. This position is remote, and candidates can be based anywhere in the continental U.S.
  • Annual salary range based on hourly compensation is $47,000-$60,000 depending on skills and experience.
  • PWN's 100% FTE benefits package includes:
  • 20 days vacation leave per year;
  • 12 standard holidays and 2 personal days per year;
  • 12 sick days per year;
  • 1 week paid MSC family and medical leave after one year of service; an additional week of paid leave for each additional year of service, up to 4 weeks;
  • Medical, vision, dental for employees and dependents (requires 30-day waiting period and a per-paycheck employee contribution);
  • 100% employer sponsored basic life, short-term and long-term disability insurance coverage;
  • Access to a 403(b) retirement plan;
  • Access to FSA and Commuter Benefits.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities my change at any time with or without notice.

Application Instructions:

Send your resume and a cover letter that speaks to your specific skills for and interest in this position to jobsatpwn@gmail.com with "Operations Manager" in the subject line. Applicants may also submit up to two samples of relevant work with their materials (recommended). We will consider applications on a rolling basis until the position is filled. No phone calls or e-mail follow-up please.

We strongly encourage people with personal experience with HIV; people of color; and queer, trans, and gender non-conforming people to apply.

PWN-USA is a fiscally-sponsored project of Movement Strategy Center (MSC). PWN-USA is a value-based network with a deep commitment to building transformative culture and challenging racism, sexism, homophobia, transphobia, and oppression in all its forms. PWN-USA is committed to identifying and developing the skills and leadership of people from diverse backgrounds and challenging pattens of political marginalization and oppression.

MSC is an equal opportunity employer that does not discriminate on the basis of race, color, religion or belief, disability, gender, nationality, ethnicity, sex (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation, or any other status protected by law.

Women, people of color, LGBTQ candidates are strongly encouraged to apply.

About Positive Women's Network — USA

Positive Women's Network — USA (PWN) is a national membership body of women and people of trans experience living with HIV. We are dedicated to leadership development, movement building, and intersectional…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Professional Level
    Professional

Salary

$56,000 - $62,000Hourly rate $28/hr to $31/hr, depending on experience.

Benefits

PWN's 100% FTE benefits package includes:

  • 20 days vacation leave per year;
  • 12 standard holidays and 2 personal days per year;
  • 12 sick days per year;
  • 1 week paid MSC family and medical leave after one year of service; an additional week of paid leave for each additional year of service, up to 4 weeks;
  • Medical, vision, dental for employees and dependents (requires 30-day waiting period and a per-paycheck employee contribution);
  • 100% employer sponsored basic life, short-term and long-term disability insurance coverage;
  • Access to a 403(b) retirement plan;
  • Access to FSA and Commuter Benefits.

PWN's 100% FTE benefits package includes:

  • 20 days vacation leave per year;
  • 12 standard holidays and 2 personal days per year;
  • 12 sick days per year;
  • 1 week paid MSC family and medical…

Location

Remote
Work may be performed anywhere in United States
Associated Location
Chicago, IL, USA

How to Apply

Send your resume and a cover letter that speaks to your specific skills for and interest in this position to jobsatpwn@gmail.com with "Finance & Operations Manager" in the subject line. Applicants may also submit up to two samples of relevant work with their materials (recommended). We will consider applications on a rolling basis until the position is filled. No phone calls or e-mail follow-up please.

We strongly encourage people with personal experience with HIV; people of color; and queer, trans, and gender non-conforming people to apply.

Send your resume and a cover letter that speaks to your specific skills for and interest in this position to jobsatpwn@gmail.com with "Finance & Operations Manager" in the…

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