Operations Manager (or Director, depending on experience)

JOB ANNOUNCEMENT

Job Title: Operations Manager or Director, depending on experience

Reports to: Executive Director of Civic TN (80%) & Executive Director of Action TN (20%)

Civic TN is a state-based 501(c)(3) nonprofit civic engagement “table” that is working towards a future where underrepresented communities have a greater voice and influence in shaping state policy and choosing leaders who affect their lives. CivicTN is part of the national State Voices network.

Action TN is a 501(c)(4) state-based political alignment “table” that aims to coordinate a coalition of progressive organizations to build permanent advocacy and campaign infrastructure, advance progressive policies, and shift collective power in Tennessee in favor of progressive values and democracy. Action TN is part of the national America Votes network.

Civic TN and Action TN serve as hubs where partners work together, particularly to leverage research, policy, organizing, civic engagement, and elections to achieve larger gains than any one group could on its own. The two tables coordinate to the extent permissible by law, including sharing data and operational staff, who serve to drive coordination among partners, increase state capacity, coordinate national and state strategies, make cutting-edge data and technology accessible, mobilize funding, and create a community of innovation.

Civic TN and Action TN partners and staff share a vision for a just, equitable, and prosperous society that treats every single one of us with dignity and fairness; in which government reflects the race, class, and gender diversity of our communities and is a vehicle for addressing those challenges that need to be resolved collectively, and; in which vulnerable communities are able to exercise all of their human rights without fear, discrimination, or retaliation.

Position Summary: The Operations Manager/Director position is an important member of a small and effective nonprofit organization. This role oversees core operational functions including finance, human resources, administration, compliance, and technology, partnering with the Executive Directors and Board Members of Civic TN and Action TN to ensure organizational excellence and alignment with strategic goals. This role will also coordinate with external contractors that support compliance, financial reporting, and grants management. As with all jobs with Civic TN and Action TN, the Operations Manager/Director is expected to be an active and supportive team member who lives the values of the organizations. The ideal candidate brings both strategic vision and hands-on management experience, with a deep commitment to operationalizing equity, transparency, and collaboration across the organization.

Location: Based in Tennessee. This is a remote position that may require travel.

Responsibilities:

General Operations and Compliance

• 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

Financial Operations

• 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

Board Management Support

• 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

Human Resources Support

• 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

IT Support and Management

• 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)

Essential Skills:

• 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.

Qualifications:

• 3-5 years work experience in financial management, operations, and compliance with multi-entity organizations’ financial management, operations, or nonprofit administration is required.
• Experience with a CRM database (EveryAction, Salesforce, Salsa, etc.), accounting (Quickbooks, Netsuite, etc.), MS Office and Google Suite, and/or human resources/payroll software is preferred.
• Excellent written and spoken (English) communication and robust administrative skills required.
• Experience managing IT and troubleshooting technology issues is a plus.
• Reliable transportation.

Salary Range and Benefits

• Based in: Tennessee, although we work remotely
• Start date: as soon as possible
• Travel: some in-state travel may be required throughout the year
• Salary: Salary range is $70,000 to $85,000, depending on qualifications and experience
• 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
• Time Off: Full-time employees earn 20 days of vacation leave each year. Paid vacation accrues at the rate of 13.34 hours per month (20 days/4 weeks per year). Full-time employees will also receive two (2) “floating” days of personal leave each calendar year and receive up to twelve (12) days of sick leave per year. Paid sick leave accrues at the rate of one day per month (12 days per year) and does not roll over. We designate and observe eight holidays per year and grant eligible employees time off with pay, in addition to closing the office the last week of December.