Operations Manager

Empire Justice Center•Rochester, NY

23d•$57,999 - $65,997•Hybrid

About The Position

Empire Justice Center is seeking an Operations Manager to oversee and coordinate administrative and operational functions across its seven office locations. This role serves as the primary resource for administrative staff organization-wide, working collaboratively to develop, implement, and maintain operational standards, office protocols, and administrative best practices. The Operations Manager will ensure operational consistency, efficiency, and effectiveness through facilities coordination, vendor management, inventory oversight, purchasing, administrative process improvement, technology support coordination, and organizational policy implementation. This position is a key member of the Operations Team, providing project coordination, operational leadership, and strategic support to help the organization meet its goals and objectives.

Requirements

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

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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.
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.
Supervise other practice group members if needed.
Perform administrative and other support-related duties to serve clients and fulfill the mission as a non-profit legal services organization.
Other duties as assigned by your supervisor and/or to meet the organization’s needs.