Office Manager (Administrative)

The ACLU Foundation of San Diego & Imperial Counties (ACLUF-SDIC) seeks an Office Manager.

The ACLUF-SDIC is a nonpartisan, not-for-profit 501(c)(3) civil liberties and civil rights organization. Working to advance equality, freedom, and justice through public education and litigation. Together with the ACLU of San Diego & Imperial Counties, the 501(c)(4) nonprofit organization that does our legislative lobbying work, we are a prominent force for the protection and expansion of fundamental rights in California's second-most populous county (San Diego) and the county with the highest per capita Latina/o population (Imperial).

With affiliate offices in all 50 states, Washington, D.C., and Puerto Rico, the ACLU fights tirelessly in courts, in legislatures, and in communities to defend and preserve the individual rights and liberties guaranteed by the United States Constitution and U.S. laws to everyone in this country. The work of the ACLU Foundation of San Diego & Imperial Counties and ACLU of San Diego & Imperial Counties (known collectively as ACLU-SDIC) encompasses the length of California's border with Mexico. We collaborate with the National ACLU and with ACLU affiliates in California, on the U.S-Mexico border and throughout the United States. We strive to partner with community organizations and groups across the state and throughout the binational border region.

The ACLU-SDIC is dedicated to confronting issues that threaten our most cherished civil rights and freedoms and defending the progress the ACLU has made over its 100-year history. And we are dedicated to working in relationship with people directly impacted by inequity to create a more just and fair society for us all.

POSITION SUMMARY:
The Office Manager is a key part of the Finance, Administrative and Operations Department. This role supports office operations by handling the day-to-day office routines which include office administrative duties, special event coordination, supporting human resources, maintaining vendor relations for office related needs, supporting information technology (IT) and other projects as assigned and reports to the Chief Operating Officer.
MAJOR DUTIES AND RESPONSIBILITIES INCLUDE BUT NOT LIMITED TO:

Office Administration

Oversee the workplace experience, ensuring a safe, organized, and welcoming environment for staff and visitors.
Serve as the primary point of contact for the office operations, including maintenance, repairs, postal services, and supplies.
Manage office systems, including troubleshooting issues with phone, voicemail, and IT equipment, and liaise with the IT helpdesk as needed.
Oversee office safety, and act as main liaison with vendors, service providers, and property management to address maintenance, repairs, and facility needs.
Monitor inventory levels, reorder office supplies, and coordinate with janitorial services to ensure cleanliness. Provide light office cleaning as needed.
Organize and support meetings, including setup, food ordering, logistical coordination, and post-event clean-up.
Assist in planning and support for organizational events, including set-up, break-down, clean-up, and coordination of and other special events as required.
Assist with booking travel and accommodations for staff as needed.

Human Resources Support

Maintains a positive working relationship with HR consultants and completes tasks as assigned.
Collaborate with HR Consultant on HR administration duties such as; recruitment, onboarding, and offboarding
Welcome new staff and initiate onboarding plan, offboard exiting staff.
Maintain relationship with healthcare insurance broker and liaison for open enrollment, new hire enrollment, and other life events.

Office Visitor Experience

Serve as main point of contact in reception area
Receive and screen phone calls, and distribute mail
Manage office visits

Provide direct administrative support to departments as needed
Perform special projects and other duties as needed or assigned by the Executive Director, Executive Leadership Team, and Senior Leadership Team as required.

QUALIFICATIONS:

Demonstrated understanding and knowledge of and commitment to civil liberties, civil rights, and the organization's mission.
Personal integrity, ability to maintain confidentiality.
Minimum of 5 years clerical/administrative and human resources experience required.
Highly proficient skills with Microsoft Office (Outlook/Word/Excel/Teams)
Proficiency in using phone systems and other office equipment.
Proven attention to detail, ability to prioritize and manage multiple tasks, and meet
Ability to exercise sound judgement and interpersonal skills, excellent oral and written communication skills
Highly self-motivated and results-oriented with a proactive approach
Valid Driver's License and vehicle for local travel as required.
Potential for limited evening or weekend work hours
Ability to work with diverse communities

NICE TO HAVE:

Experience with nonprofit organizations.
Experience with HRIS or managing databases.

Cultural Compentencies:
Demonstrated awareness of one's own cultural identity, views about differences, and the ability to learn and build on varying cultural and community norms. A complex understanding of racial justice and the urgency of confronting institutional racism and inequity. Commitment to equity and inclusion as organizational practice and culture. Proven track record of working across lines of race, immigration status, ethnicity, language, class, gender and other identities and experiences including record of arrest or conviction. Courage and impeccable integrity.

PHYSICAL REQUIREMENTS:
While performing the responsibilities of the job, the employee is required to exchange accurate information, detect/identify documents and the information contained in them, move between areas in and out of the office to complete their role. While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is required to stand for long periods of time, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision and the ability to view the computer for long periods of time. The employee may need to move various equipment including computer to their work location. Ability to lift, carry, push, or pull up to 25 pounds.

Hybrid Working:
The ACLUF-SDIC is headquartered in San Diego, California, though employees have hybrid schedules that allow for remote work.

Compensation:
Salary Range: $65,000 - $96,000
Excellent benefits include four weeks paid vacation; 18 office holidays; medical and dental insurance for staff members and their families; life and long-term disability insurance; and 401(k) plan with employer match.

What Now?
Please submit a cover letter explaining your interest in and qualifications for the position as detailed in this announcement, a current resume, and names and contact information of three professional references (including as least one supervisor).

Electronic Applications Preferred. To submit your application, please click here.

However, hard-copy applications can be mailed to:
Deputy Director
ACLU Foundation of San Diego & Imperial Counties
P.O. Box 87131
San Diego, CA 92137-7131


The ACLU is an equal opportunity/affirmative action employer and encourages applications from women, people of color, persons with disabilities, lesbian, gay, bisexual, and transgender individuals, veterans, and people with arrest records and/or convictions.