The Operations Associate is responsible for the day-to-day coordination and management of the organization’s operational activities. This role requires a minimum of 24 hours each week working in-person/on-site and serves as the point of contact for office operational needs and supporting the facilities and teams. The Operations Associate provides general support for administration, facilities, development, IT, and newly hired employees. The Operations Associate’s duties and departments include data entry, organizing, scheduling, communications and training with staff, customer service communications, and processing orders.
RESPONSIBILITIES
Office Operations and Facilities Management:
- Keep the office, storage, and kitchen areas organized, stocked, and clean.
- Partner with building management for maintenance and create a comfortable environment.
- Implement and train staff on facilities security/safety plans.
- Maintain a current staff directory with multiple levels of connectivity.
- Maintain relationships with office supply vendors.
- Maintain equipment needs for all regional offices.
- Assist in other tasks related to office and facilities management.
- Perform administrative duties (data entry, gift entry, supply orders, processing special orders, expense reports, building spreadsheets, and templates, etc.).
- Provide operational support for events and in-person meetings.
- Assist with scheduling meetings, managing calendars, and coordinating logistics for organizational events.
- Assist in coordinating travel arrangements and expense reimbursements for staff.
- Assist with general communications (mail, acknowledgement letters, phone calls, general emails, voicemail, visitors, etc.).
- Attend and assist the Admin and Ops team at ACLU functions such as membership conferences, events, receptions, and board meetings.
IT and Technical Support:
- Assist in managing local hardware asset inventory, including tracking technology in the office or distributed to employees.
- Assist with setting up hardware (mainly laptops) for new employees or upgrades.
- Maintain office conference room technology. Train employees on how to use equipment.
- Report on all systems improvements/changes on a quarterly basis.
- Maintain and monitor a high degree of confidentiality and ethics regarding the information being processed, stored, or accessed by staff and on our networks.
New Hire Support:
- Support the recruiting team with the New Hire Welcome Process.
- Administer office access (guest and employee).
- Help new hires connect to organizational systems and portals.
- Assist with onboarding new hires and interns.
REQUIREMENTS
- Proficient skills in Microsoft Office – Outlook, Word, PowerPoint & Excel.
- Ability to solve problems and be proactively solution oriented.
- Must be able to simultaneously focus on the big picture, details, and driving results.
- Given the emphasis on collaboration across and within groups, there is a focus on "soft" skills, including:
- Effective team player
- Driven and self-directed
- Good organizational and time management skills
- Strong communication and writing skills
- High attention to detail
- A commitment to inclusion and belonging.
- A personal approach that values the individual and respects differences of race, ethnicity, age, gender, gender identity, sexual orientation, religion, ability, and socio-economic circumstance, and the ability to work with diverse individuals within the organization and the broader community.
- A confident and professional work style; a strong sense of humor and a faculty for handling stressful situations with grace and maturity is a must.
APPLY
Click here to apply.
COMPENSATION
Starting salary: $60,000- $66,000. Excellent benefits include a generous Paid Time Off policy, medical, dental and vision insurance; 401(k) plan with an employer match; life and long-term disability insurance, and generous paid holidays.
The ACLU of Texas is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU of Texas encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction.