Operations Manager

Summary

Join the Abortion Coalition for Telemedicine (ACT) as their Operations Manager and play a pivotal role in strengthening ACT’s operational infrastructure, ensuring efficiency, compliance, and sustainability. Working closely with the Executive Director and Deputy Director, you will be responsible for operational systems, compliance, HR functions, donor and contract management, and financial processes. You will coordinate board management and governance, build and maintain strong internal systems, and foster a positive organizational culture. This is a remote position based in New York, requiring participation in in-person meetings and events in the New York/Brooklyn area. The Operations Manager will contribute to a growing nonprofit at the forefront of reproductive healthcare policy and advocacy, ensuring operational excellence and long-term sustainability. This role offers a comprehensive benefits package and a salary range of $95,000-$110,000.

Requirements

• At least 5 years of experience or equivalent in nonprofit operations, administration, or a related field
• Proficiency in managing organizational systems such as Airtable, Asana, Google Suite, and other project management or knowledge management tools
• Familiarity with nonprofit compliance, governance, and risk management, including contracts, licenses, reporting, and employment regulations
• Experience managing financial processes, including accounts payable/receivable, budget tracking, donor financial reporting, and working with payroll platforms like Gusto
• Ability to develop and implement policies, systems, and workflows to improve efficiency and ensure compliance
• Experience in human resources, including recruitment, onboarding/offboarding, benefits administration, and organizational culture initiatives
• Strong interpersonal and communication skills, with the ability to work cross-functionally and support leadership, staff, and external partners
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment
• Deep alignment with ACT’s mission and values, including commitment to equitable workplace practices and to advancing reproductive healthcare access and justice

Responsibilities

• Develop and maintain robust knowledge management systems (Airtable, Asana, Google Site, etc.) in collaboration with the Deputy Director
• Oversee IT, digital infrastructure, and cybersecurity protocols
• Establish, review, and enforce operational policies, norms, and protocols
• Lead organization-wide change management initiatives and process improvements
• Foster cross-team communications and collaboration on operational functions
• Manage organizational platforms, including subscriptions, renewals, and system access
• Serve as the primary operations point of contact for ACT
• Ensure compliance with local, state, and federal regulations, including necessary licenses and filings
• Review and manage contracts and organizational insurance policies (D&O, General Liability, etc.)
• Oversee compliance functions, including contracts, registrations, and reporting
• Act as the primary liaison with external legal counsel on operational matters
• Identify and mitigate compliance and risk management issues, providing recommendations to the Deputy Director and Executive Director
• Maintain a compliance calendar and support registration and reporting processes
• Assist the Executive Director and Deputy Director in Board engagement and meeting preparation
• Develop and manage Board meeting materials
• Track and monitor Board action items
• Oversee all HR functions, including policy development, recruitment, hiring, and benefits management
• Ensure fair and equitable application of personnel policies and procedures
• Manage employee onboarding and offboarding processes
• Ensure compliance with employment laws and regulations
• Lead initiatives to enhance organizational culture, staff engagement, and equity
• Ensure staff have the necessary equipment, supplies, and resources to perform their roles effectively
• Support the development of grant proposals, including budget creation
• Assist in grant reporting, including financial reporting requirements
• Track donor grants, managing timelines, payments, reporting schedules, and renewals
• Manage donor acknowledgment letter processes
• Oversee all organizational contracts, including drafting, execution, and payment processes
• Build and manage strong relationships with vendors and service providers
• Ensure compliance with contract management best practices
• Oversee subgranting processes, including the preparation of subgrant agreements
• Maintain subgrant files and tracking systems
• Manage subgrant reporting processes
• Manage bill.com for invoice processing and record-keeping
• Handle accounts receivable, including revenue recording and invoicing affiliate partners
• Process accounts payable, ensuring timely payments to vendors, contractors, and grantees
• Maintain deposit and vendor records by fiscal year
• Collaborate with Gusto for payroll processing and personnel-related expenses
• Oversee credit card reconciliations and expense reimbursements
• Work with fractional finance manager to execute and operationalize accounting policies and procedures
• Support the annual auditing process and donor financial reporting
• Plan and execute organization-wide meetings and events
• Oversee logistics for staff-wide meetings and special events
• Ensure centralized CRM systems, platforms, and policies are in place
• Support teams in maintaining strong contact management protocols
• Manage relationships with security consultants
• Support staff training on security protocols and physical safety practices
• Oversee incident reporting and ensure appropriate follow-up

Preferred Qualifications

• Experience overseeing or supporting audits and financial compliance in nonprofit settings
• Familiarity with managing subgrants, including preparing agreements and reporting requirements
• Experience facilitating or supporting organization-wide change management initiatives
• Experience developing and leading initiatives to foster organizational culture, belonging and equity
• Prior experience managing donor relations, grant reporting and nonprofit fundraising processes
• Knowledge of cybersecurity best practices and IT infrastructure management
• Experience working in reproductive justice, healthcare or advocacy organizations

Benefits

• Employer-covered medical insurance, dental, vision, and life insurance
• 13 standard and 4 floating paid holidays per calendar year
• $500 one-time home office set-up
• A 401k plan with employer contributions
• 120 hours of vacation time per year, as well as paid sick and personal time