HR & Operations Director

Based in Portland, Maine, with a satellite office in Lewiston, the Immigrant Legal Advocacy Project (ILAP) is Maine’s only state-wide immigration legal aid organization. ILAP’s mission is to help low-income immigrants improve their legal status and to work for more just and humane laws and policies affecting immigrants. ILAP’s work includes direct legal services for over 3,000 clients each year; education and outreach to immigrant communities and service providers; and systemic advocacy on local, state, and federal immigration law issues.

ILAP is committed to having a respectful, collaborative, and equitable work environment, with equal opportunity for all employees. We hire candidates based on qualifications and comply with all federal and state equal employment laws. We encourage applications from individuals with lived immigrant experience, as well as those from other underrepresented and historically marginalized groups. We believe in building an organization that is reflective of the communities that we serve and is diverse in work background, experience, education, race, color, national origin, sex, age, religion, marital status, sexual orientation, gender identity, ancestry, national origin, or sensory, mental, and physical abilities. We believe that having a diverse and equitable organization strengthens our programming and services and advances our organizational values.

POSITION DESCRIPTION

The Human Resources and Operations Director is responsible for the development and smooth functioning of ILAP’s human resources administration and internal operations. This involves reviewing, developing, and implementing the organization’s policies, procedures, and initiatives, and ensuring that they are equitable, effective, efficient, and in compliance with professional standards and legal requirements.

This position is also responsible for supporting ILAP supervisors and staff in building and retaining a resilient and equitable work environment that promotes staff well-being and collaboration. Knowledge of trauma informed principles is helpful, as ILAP staff work in a highly stressful environment with clients who have experienced significant violence and persecution.

RESPONSIBILITIES

Human resources and operations activities should be grounded in equity and transparency with an opportunity for meaningful staff input when appropriate.

Human Resources Responsibilities (65%)

• • Lead the review, revision, and development of the organization’s personnel policies, procedures, and initiatives, including ILAP’s compensation model, in consultation with leadership, staff, and the Board HR Committee. Ensure policies are consistently administered and aligned with organization goals, mission, and culture, and that they comply with professional standards and legal requirements.
  • Research and monitor benefit plans and policies, and work with insurance brokers to secure plans optimal for the organization.
  • Manage the organization’s human resources functions and administration.
  • Oversee the recruitment, onboarding, and offboarding processes for employees, and manage the administrative aspects of recruiting, onboarding, and offboarding for interns and volunteers.
  • Provide guidance and support to supervisors and staff navigating workplace challenges, including conflict resolution, performance concerns, and career development; deliver tools and resources that foster success and well-being.
  • Lead and manage internal investigations related to workplace complaints, discrimination, harassment, and policy violations, in coordination with leadership; ensure timely and impartial resolution processes.
  • In coordination with leadership, design and facilitate training programs on EEO compliance, anti-discrimination practices, and respectful workplace culture to strengthen organizational awareness and accountability.
  • Participate on ILAP’s Equity Committee and Fun and Wellness Committee and work along with staff and leadership to integrate equity into all aspects of our policies, programs, and relationships.

Operations Responsibilities (20%)

• • Review, develop, and implement effective administrative operating procedures and systems across the organization, ensuring timely completion of responsibilities by other organization staff as needed.
  • Oversee IT staff in developing vision and management of ILAP’s information systems to meet the needs of ILAP staff.
  • Work in collaboration with ILAP’s accountant to manage operations staff position handling payroll, bookkeeping, and other financial duties, and provide backup when needed.
  • Manage RFPs, vendor evaluation and relationships, communication with landlord related to facilities management, and day-to-day organizational functions in coordination with staff at ILAP’s two offices.
  • Proactively identify operations challenges and develop and implement strategic solutions in consultation with the Executive Director and other relevant staff.
  • Serve as project manager for cross-departmental organizational initiatives and special projects as directed by the Executive Director.
  • Perform such other tasks and assume such other responsibilities deemed appropriate by the Executive Director.

Management (15%):

• • Supervise operations and administrative staff, including the Senior Information Systems and Operations Specialist and the Operations and Administrative Assistant.
• Serve on ILAP’s Leadership Team to support ILAP’s overall management direction.

QUALIFICATIONS

• Bachelor’s and advanced degree or certification/credential or training in human resources or equivalent field. Equivalent education and/or experience will be considered.
• Preference for 8 years of direct experience in human resources administration, including at least 5 years in a leadership role.
  • Solid knowledge of human resources best practices and procedures, including benefits administration.
  • Knowledge of federal and state employment laws and regulations, equal employment opportunity and non-discrimination statutes, wage and hour laws, health, and safety regulations.
  • Experience supervising staff and supporting supervisors.
  • Experience managing outside contractors, consultants, and vendors.
  • Ability to work collaboratively and with respect, compassion, and understanding of employee needs and perspectives.
  • Excellent interpersonal and conflict resolution skills.
  • Strong analytical and problem-solving skills to manage personnel, benefits, operations, and financial issues.
  • Ability to multitask effectively, including having strong detail-orientation, planning, and organizational skills.
  • Solutions-oriented and creative problem-solving skills.
  • Commitment to ILAP’s mission and respect for the clients we serve and the employees who deliver our services.
  • Personal and professional commitment to racial justice and equity.

COMPENSATION

For 2025, ILAP’s base salary for this position ranges from $86,520 – $96,820. Placement on our salary scale is based on multiple factors including job classification and years of relevant experience. Employees may also receive additional compensation based on language proficiency in one or more relevant client languages.

ILAP offers a generous benefits package. Current benefits include:

• ILAP offers a generous benefits package. Current benefits include:
• Fully paid individual health and dental insurance coverage and significant coverage for dependents’ health insurance;
• Vacation (20 days), Holidays (14.5), Sick Days (12), and Personal Days (4);
• Reduced Hours Fridays;
• Paid parental leave and a paid family and medical leave policy;
• Paid sabbatical after each 5 years of employment;
• Employer Retirement Contributions;
• Flexible Spending Plan;
• Law School Repayment Assistance;
• Employer paid premium for long term disability and life insurance;
• Individual and staff-wide professional development opportunities; and
• Alternative Work Arrangement (eligible after 90-day onboarding).