Operations Job Jobs in Rochester, NY (NOW HIRING)

Description

Do you want an impactful career AND quality time to spend with your family or pursue your hobbies?

You can have both by joining Empire Justice Center as an Operations Manager!

About Empire Justice Center
Empire Justice Center is a diverse, highly respected statewide legal services organization that fights for marginalized low-income individuals and families across New York. We succeed through direct legal representation, high-impact litigation, legislative advocacy, and training the next generation of advocates. Our team is passionate, determined, and committed to justice for communities facing poverty, housing insecurity, immigration issues, domestic violence, disability discrimination, and civil rights violations in schools.

What makes this role unique: 

You'd oversee and coordinate administrative and operational functions across the organization's seven office locations. This position serves as the primary resource for administrative staff organization-wide and works collaboratively to develop, implement, and maintain operational standards, office protocols, and administrative best practices. 

You'd ensure operational consistency, efficiency, and effectiveness across all offices through facilities coordination, vendor management, inventory oversight, purchasing, administrative process improvement, technology support coordination, and organizational policy implementation. 

This position serves as a key member of the Operations Team, providing project coordination, operational leadership, and strategic support to help the organization meet its goals and objectives. You'll also enjoy:

True work-life Balance: A flexible 35-hour full-time workweek (true work-life balance)!

A comprehensive health insurance plan for you AND your family!

Additional benefits include: 14 paid holidays + generous vacation, sick, and personal time, group term life insurance, 403(b) with employer contributions (vesting after 12 months), and a $1,500 bilingual salary enhancement for qualifying employees.

Requirements

Travel to and work in the Rochester Telesca Center office is required to meet client and organizational needs.

Administrative Operations 

Provide leadership, guidance, and support to administrative staff across all office locations. 

Lead and coordinate the Statewide Administrative Team. 

Develop, document, and implement standardized administrative procedures and best practices across the organization. 

Establish and maintain office protocols related to mail handling, reception services, records management, office security, scheduling, and other administrative functions. 

Identify opportunities to improve operational efficiency and recommend solutions that enhance service delivery and staff productivity. 

Facilities and Office Management 

Serve as the primary point of contact for facilities-related issues across all offices. 

Coordinate office maintenance, repairs, renovations, moves, and space planning activities. 

Develop relationships with landlords, property managers, and facility vendors to ensure office needs are addressed promptly. 

Ensure offices are safe, functional, professional, and equipped to support organizational operations. 

Purchasing, Inventory, and Vendor Management 

Oversee organization-wide purchasing of office supplies, furniture, equipment, and other operational resources. 

Develop and maintain inventory management systems for office and technology assets. 

Manage vendor relationships and service contracts. 

Review, process, and coordinate payment of operational invoices in collaboration with Finance. 

Identify cost-saving opportunities and ensure effective stewardship of organizational resources. 

Technology and Infrastructure Support 

Serve as the administrative liaison for office technology and equipment issues. 

Coordinate with IT staff and vendors regarding equipment deployment, troubleshooting, maintenance, and office technology needs. 

Support onboarding and offboarding processes related to office equipment and workspace setup. 

Assist with organization-wide technology initiatives and office infrastructure projects. 

Operations Team Support 

Provide administrative and project support to the Operations Team. 

Coordinate organizational meetings, trainings, retreats, and special events. 

Assist with project planning, implementation, and tracking for operational initiatives. 

Prepare reports, presentations, and operational documentation as needed. 

Policy, Process, and Project Management 

Develop, implement, and monitor operational policies, procedures, and workflow systems. 

Ensure consistent implementation of organizational protocols across all office locations. 

Lead special projects and operational improvement initiatives. 

Analyze operational processes and recommend improvements to enhance effectiveness and efficiency. 

Coordinate cross-departmental efforts to support organizational priorities. 

Must demonstrate a high level of comfort and commitment to working with people from marginalized communities.

Work closely with your assigned supervisor and participate in regular supervision meetings, including work plan development and grant deliverable management.

Please note that all positions will supervise other practice group members if needed.

Due to limited resources, all staff are expected to perform administrative and other support-related duties to serve our clients and fulfill our mission as a non-profit legal services organization.

Other duties as assigned by your supervisor and/or to meet the organization's needs. 

Experience and Attributes:

Three (3) or more years of progressively responsible experience in office administration, operations management, facilities management, or related operational leadership roles. 

Strong knowledge of office operations, administrative systems, and organizational best practices. 

Demonstrated project management and process improvement experience. 

Advanced proficiency in Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint, with the ability to quickly learn and adapt to other applications.

Proficiency in using Adobe and other document management systems, with the ability to schedule appointments, manage calendars, documents, and collaborative workflows. 

Excellent organizational skills with the ability to manage multiple priorities simultaneously. 

Strong analytical and problem-solving skills. 

Ability to work independently while building collaborative relationships across departments and locations. 

Excellent verbal and written communication skills. 

Customer service-oriented mindset and commitment to creating positive workplace experiences. 

Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately. 

Experience managing vendors, contracts, purchasing, and facilities-related activities. 

Ability to adapt to changing organizational needs and priorities. 

Experience in and commitment to working with marginalized communities.

Preferred Qualifications:

Experience supporting multiple locations or decentralized teams. 

Experience leading cross-functional teams. 

Experience working within a nonprofit, legal services, or mission-driven organization. 

Experience with multi-site operations management.

Experience developing organizational policies, procedures, and operational standards. 

TO APPLY: Applications will be accepted until the position is filled. If interested, please visit our "Work With Us" employment page at www.empirejustice.org. Please submit a complete application, including a resume, writing sample, and contact information for three professional references (one supervisor is required). Please do not call or send hard copies. Incomplete applications will not be considered.

Empire Justice Center is an Equal Opportunity/Affirmative Action employer and strongly desires a diverse and inclusive workforce. Empire Justice Center provides equal employment opportunities to all employees and applicants. It prohibits discrimination and harassment of any type, specifically: race, color, religion, age, sex (including pregnancy and gender identity), national origin, disability status, genetics, neurodiversity, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. 

If you need reasonable accommodations, please contact Human Resources at HRSupport@empirejustice.org. Empire Justice Center is committed to the full inclusion of all qualified individuals. As part of this commitment, Empire Justice Center ensures that persons with disabilities and/or communication barriers have reasonable accommodations.

Salary

The referenced pay range/scale represents this job's estimated minimum and maximum compensation. Individual annual salaries/hourly rates will be set within the job's compensation range and determined by factors including, but not limited to, education, experience, qualifications, the individual's expertise, market data, and internal equity considerations.

The salary range for this position is $57,999-$65,997.