What are the responsibilities and job description for the Operations Manager position at Equitable Hiring Group?
At ACT, we are committed to advancing reproductive equity by expanding access to abortion care through telemedicine. Our work is rooted in empowerment, innovation, and collaboration, ensuring that individuals can access the healthcare they need regardless of their zip code or socioeconomic status.
About the Role - Operations Manager
The Operations Manager will play a pivotal role in strengthening ACT’s operational infrastructure, ensuring efficiency, compliance, and sustainability while aligning internal operations with the organization’s values and mission. This role requires a strategic thinker with a hands-on approach who thrives in a fast-paced, evolving environment.
Working closely with the Executive Director, Deputy Director, and legal support, the Operations Manager will be responsible for operational systems and compliance with 501C3, contract and employment laws, and participate in HR functions, donor and contract management, and financial processes. They will coordinate with ACT’s Executive and Deputy Directors on board management and governance. They will be instrumental in building and maintaining strong internal systems, ensuring adherence to legal and financial regulations, and fostering a positive organizational culture that reflects ACT’s values.
This is a unique opportunity to contribute to a growing nonprofit at the forefront of reproductive healthcare policy and advocacy while ensuring its operational excellence and long-term sustainability.
Your responsibilities will include:
Operations & Knowledge Management
- 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.
Legal & Compliance
- 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.
Governance
- 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.
HR & People Operations
- 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.
Donor & Grant Management
- 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.
Contract & Vendor Management
- 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.
Subgrant Management
- Oversee subgranting processes, including the preparation of subgrant agreements.
- Maintain subgrant files and tracking systems.
- Manage subgrant reporting processes.
Financial Management
- 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.
Meetings & Events Management
- Plan and execute organization-wide meetings and events.
- Oversee logistics for staff-wide meetings and special events.
Contact Management
- Ensure centralized CRM systems, platforms, and policies are in place.
- Support teams in maintaining strong contact management protocols.
Physical Security & Safety
- Manage relationships with security consultants.
- Support staff training on security protocols and physical safety practices.
- Oversee incident reporting and ensure appropriate follow-up.
Qualifications:
- 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.
- 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.
Compensation and Location
ACT provides a comprehensive benefits package, including:
- 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.
As for location, please read carefully: This is a remote position as the organization is a virtual one, but the candidate will be expected to reside in New York, and will be expected to participate in in-person meetings and events in the New York/Brooklyn area.
Who You Are
We are looking for a candidate who is inspired by our mission-driven work and excited to join a fast-growing, agile, and entrepreneurial nonprofit organization at the forefront of reproductive healthcare advocacy. As ACT continues to expand, the Operations Manager will play a crucial role in ensuring the organization’s long-term sustainability, operational excellence, and compliance.
This role is ideal for a highly organized and detail-oriented individual who enjoys creating systems, solving problems, and working collaboratively across teams. The successful candidate will be committed to ACT’s mission and bring expertise in nonprofit operations, compliance, and financial management.
If you thrive in a dynamic, fast-paced environment and are passionate about building strong operational infrastructure for a mission-driven organization, we encourage you to apply.
The Application Process
ACT has engaged The Ops Collective to support this hiring process. To apply, please complete the short form to the right.
Individuals who apply by Tuesday, May 6th, will be given priority; therefore, we encourage you to submit yours soon!
When you apply, we kindly ask you to remove your schools from your resume. There is no need to reformat your resume and leave your degree as is; simplify it to “B.A. Economics,” for example. Just remember to remove any references to undergraduate and graduate school names where possible. This “bias-reduced” process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments instead of resume proxies (e.g., where you went to school).
This evaluation process will follow practices shown to reduce bias in decision-making and may be different from other application processes you have experienced.
The overall evaluation process will look to follow this anticipated timeline:
- Early May: Selected candidates will be asked to complete a short phone screen.
- Mid-May: Selected candidates will participate in a video interview with ACT staff.
- Mid-May: Selected candidates will be asked to complete a paid, timed trial project.
- Early June: Selected candidates will be invited for an in-person meet & greet and a one-on-one interview with the Executive Director and Deputy Director .
- Mid-June: Offer extended.
If you have any questions about the opportunity, please email act@opscollective.co
Salary : $150,000 - $150,001
