Director of Operations

About UPLC: UPLC is a small nonprofit legal aid and advocacy organization located in Uptown that protects the rights of tenants, people with disabilities and people who are currently and formerly incarcerated.

UPLC represents disabled adults seeking Social Security disability benefits, tenants experiencing problems with their landlords (including illegal eviction), individuals who were discriminated against in the apartment application process, and people being held in Illinois prisons whose rights have been violated while in prison. The organization also partners with organizing groups to preserve affordable housing.

Position Purpose: To create and implement systems and processes that enable the organization to run smoothly and support the executive director, staff and board members. This position is directly accountable to the Executive Director.

Responsibilities: The person is responsible for:

Office administration and finance:

• Manage all office systems, such as phones, printers, utilities, cleaning processes, room usage, and more.
• Develop new systems for supporting the organization and its mission.
• Provide information to the bookkeeping firm and keep track of receipts needed for good financial recordkeeping.
• Manage government reporting and filings.
• Maintain all required insurance coverages.
• Update regularly the Administrative and Financial Handbook.
• Assist the Development Director in financial reports for grants.
• Coordinate the work of the tech support staff.
• Collect and submit information needed by the auditor, working closely with the bookkeeping service.
• Deposit checks and prepare checks for signing.
• Serve as primary contact for the landlord and building services.

Staff support:

• Work with the Paychex team to ensure that information is uploaded into the system to manage staff payroll and benefits.
• Ensure that staff understand and are using UPLC’s payroll, benefits, reimbursement, and time tracking systems.
• Develop and manage staff onboarding and offboarding processes.
• Update staff handbook and resources needed for good onboarding.
• Coordinate staff wide events, such as staff meetings, retreats, and celebrations.
• Support the management team in following the collective bargaining agreement.
• Coordinate the use and deployment of in-office volunteers to support staff work.
• Supervise the receptionist in coordination with the social worker.

Executive Director support:

• Partner with the Executive Director to streamline internal procedures.
• Identify problems areas that should be addressed.
• Assist the Executive Director in building a strong staff and organization.
• Provide backup assistance to the Executive Director.
• Coordinate management meetings.

Board of Directors support:

• Organize all logistics around board meetings.
• Develop and implement board orientation processes.
• Staff at least one board committee.
• Prepare and maintain board handbook.

Other: Like most small nonprofits, UPLC has few administrative staff. As a result, this position is an important one for helping fill gaps. As a result, this position will likely shift with organizational needs.

Qualifications:

• Strong administrative systems for handling multiple tasks.
• At least five years of nonprofit administrative experience.
• Familiarity with Quickbooks and nonprofit financial standards.
• Proficiency with Microsoft Word, Excel, Adobe, Canva and basic office skills.
• Commitment to social justice.
• Strong interpersonal skills and the ability to get along with diverse staff, board members, donors and clients.
• Integrity and confidentiality. This person will have access to confidential information and must maintain confidentiality and ensure the highest standards of integrity.
• Problem solving skills.

Paid health, dental, vision, holidays, vacation, sick time and contribution to retirement.

Spanish is helpful but not required.