Office Manager & Regional Program Coordinator

Lambda Legal•Dallas, TX

23h•Hybrid

About The Position

The Office Manager & Regional Program Coordinator (OMRPC) reports to the Regional Director and works closely with other departments to maintain and expand Lambda Legal's events, programs, and outreach. Lambda Legal is a national advocacy organization committed to achieving full recognition of the civil rights for the LGBTQ+ community and everyone living with HIV through impact litigation, education, and public policy work. Since 1973, Lambda Legal has used impact litigation and other advocacy tools to decriminalize same-sex relationships; challenge discrimination against LGBTQ+ people and people living with HIV in the workplace, in the home, in schools, in health care, and in the military; and protect LGBTQ+ families, including by winning and defending marriage equality. Clients are not charged for legal representation or advocacy, and Lambda Legal receives no government funding. Headquartered in New York City, Lambda Legal also has regional offices in Los Angeles, Chicago, Atlanta, Dallas, and Washington, DC. The organization believes that serving the full breadth of the LGBTQ+ and HIV communities requires cultural competency and enthusiasm for diversity of all kinds. To be successful, Lambda Legal approaches its work with an understanding that discrimination based on sexual orientation, gender identity, or HIV status is not the only obstacle to achieving full formal and lived equality for LGBTQ+ people and everyone living with HIV; rather, it recognizes the intersectional nature of discrimination, specifically including biases based on race, religion, national origin, gender, disability, education, and class. Considering this reality, Lambda Legal prioritizes a proactive commitment to counteracting these biases and their compounding effects in the work they do, and in how they work together as an organization.

Requirements

1-3 years of experience in office management, operations, or administrative support roles, preferably in a nonprofit organization.
Ability to manage day to day office operations, including facilities coordination and supplies management.
Experience scheduling and coordinating meetings, events, and internal programs, including managing logistics and materials preparation.
Experience performing accurate data entry.
Experience supporting cross-functional teams and providing high-level customer service to internal and external stakeholders.
Proficient in Microsoft Word, Excel, PowerPoint, Canva, and fund-raising software (Raiser’s Edge, etc.).
Working knowledge of social media platforms (i.e., Facebook Instagram, BlueSky).
Strong written and verbal communications skills, including the ability to draft correspondence and internal and external communications.
Strong organizational skills with the ability to manage multiple projects, deadlines, and administrative tasks simultaneously.
Able to travel on occasion and work evenings and weekends, as needed.

Nice To Haves

Prior experience supporting a development or fundraising team with gift processing, donor database management, donor communication, and reporting.
Convio, Drupal, Adobe Illustrator, HTML, or other design skills a plus.
Prior work on behalf of the LGBTQ+ community and/or people living with HIV is highly desirable.
Experience working with other historically marginalized communities (in a professional or volunteer capacity) is also preferred.

Responsibilities

Plans, manages, executes, and/or assists on a wide range of special events and programs that represent Lambda Legal in the regional community.
Coordinates staff activities such as staff meetings, events, retreats and celebrations in collaboration with the Regional Director.
Provides administrative support to the Regional Director, Major Gifts Officers (MGOs), event staff, integrated marketing & communications teams, volunteer leadership & committees, and corporate and institutional sponsors of assigned events.
Helps manage event tasks including: developing regional event budgets and timelines; devising solicitation strategies; negotiating vendor contracts; organizing site visits; coordinating staff and volunteers; designing and producing event promotional materials (invitations, social media and other collateral); assisting with ticketing and seating; and running/staffing front desk check-in at events.
Collaborates with Development, Integrated Marketing, and Communications staff to develop online promotional materials, send email correspondence, coordinate newsletters, and update regional social media pages.
Maintains complete and accurate records of all Development events and fundraising across the region. This includes an internal event calendar, modules, revenue code information, and pledge entry in Raisers Edge.
Oversees smooth processing and proper data entry for regional donations and receipts in collaboration with the Database team, Membership Services and Finance & Operations staff.
Manages office needs by handling all reception duties including incoming phone calls, responding to general email inquiries, managing voicemails, and greeting guests.
Coordinates regional office staff meetings and other conference calls; maintains conference room schedule; sets agendas in consultation with Regional Director; is responsible for regional office calendar; and produces written minutes as needed.
Works with staff for on-the-ground dealings with building management for the office; coordinates repair/cleaning work with building management and appropriate personnel; keeps track of security needs and keys.
Maintains office supplies, orders and approvals; and oversees organization and upkeep of office.
Coordinates with National Operations Manager, Events staff, and IT for related vendors, contractors, external trainers, or other outsourced services that support the Regional Office operations.
Creates and oversees the maintenance of physical and network filing systems for the office.
Assists with payments to vendors, reviews for accuracy, and processes invoices/requests for payment.
Provides support for all activities related to incoming gifts and event transactions, including securing checks.
Files, scans, and copies documents as needed.
Handles incoming and outgoing mail, packages and faxes, including those for internal distribution.
Participates in organization-wide Operations meetings and represents the regional office on other committees as assigned by Regional Director.
Provides direct support to Regional Director as needed including, but not limited to, expense reporting and travel assistance.
Serves as coordinator for all Pride participation and other community engagement efforts across the region with particular focus on outreach to BIPOC, transgender, and gender nonconforming communities.
Helps secure and measure the presence of Lambda Legal at select Pride celebrations and other community events by registering for parades, staffing tables or booths, securing and displaying materials, scheduling and managing volunteers, and post event tracking of visitors and volunteers into the appropriate database.
Coordinates programs and publicity for regional staff and other staff visiting the region for speaking and other public programs.
Trains new Development interns and staff in Raiser’s Edge, and other project management tools and event procedures as needed.
Prepares workspace, keys, paperwork, and other office-specific information for new employees' and interns' orientation.
Serves as resource and liaison, as applicable, for basic training on all office equipment, enterprise software, and security and safety protocols.

Benefits

Medical benefits that begin on your start date
Dental, Vision, and Life insurance (effective 30 days from your start date)
Short & Long-Term Disability plans (effective 30 days from your start date)
403(b) Retirement Plan (employer contribution and matching program begins after 90 days of employment)
Paid Vacation (15 Days)
Sick Leave (12 Days)
Personal Leave (3 Days)
Religious Observance Leave (3 Days)
Bereavement and Bereavement Anniversary Leave
Floating Holiday (1 Day)
12 paid holidays and 5 early office closures
Flexible Spending Account (FSA/DC FSA) and Commuter Benefits
Health Reimbursement Account
Annual professional development funds
$50 monthly mobile phone reimbursement
Summer Fridays from Memorial Day to Labor Day
Premium subscription to the Calm App
Paid sabbatical after 7 years of service at Lambda Legal (4 weeks for non-exempt positions and 8 weeks for exempt positions)