We’re Hiring: AAE is looking for an Operations Manager

05.19.2022

AAE Events

The Alliance seeks a full-time Operations Manager.

This job is for a systems-thinker, who appreciates creating efficient and thoughtful team environments, and who is eager to jump in with a dynamic, high-performing team.

The Operations Manager will play a key role in developing and maintaining the processes that ensure smooth function of the organization. They are responsible for: maintaining financial and organizational records, onboarding new employees, administering employee benefits, managing our bookkeeping and CPA consultant relationships, providing direction to our communications associate and ensuring that our organization, team and related coalitions are run efficiently and effectively.

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This role works closely with the Executive Director and Admin & Program Director. AAE is a hybrid workplace with a mix of virtual and in-person reporting required. In-person work takes place in AAE’s office, located at 4505 S. Claiborne Ave. New Orleans, LA 70125.

The Alliance for Affordable Energy is dedicated to building a culturally diverse faculty and staff committed to teaching and working in a pluralistic environment. The ideal candidate will have an understanding of systemic inequity and racism, especially as it applies to environmental justice. We encourage and prioritize applications from women, members of the BIPOC community, frontline communities, veterans and people with disabilities.

The Operations Director’s primary responsibilities will be:

Budgeting: Support the development of the annual budget together with the Executive Director and the Board Executive Committee. Contribute to grant and project budgeting as needed.
Financial Oversight: Provide direction to and oversight of the bookkeeping and CPA consultants.
Funder Relations Management: Track grant funds, and oversee reporting and all related deadlines.
Funder admin management (tax forms, paperwork, funder portal, etc)
Coalition Stewardship: Support AAE to be an effective manager of Gulf South for Green New Deal funding in Louisiana
Coordinating proposal and grant reporting deadlines and deliverables with GS4GND members.
People & Culture: Serve as the human resources lead throughout on-boarding, on-going coaching, talent development, conflict resolution and beyond.
Records Management: Ensure accurate and organized records management practices are in place and followed across the AAE team.

Responsibilities & Duties

Budgeting (15%)

Primary responsibility for the development of the organization’s annual operating budget, coordinating a team process based on organization goals, strategic plans, and past performance.
Support team to develop program budgets for proposals that come out of, and are consistent with, the organization’s annual budget.
Manage grants, contracts, and restricted funds, providing “translations” between the grant proposal budgets and the organization’s chart of accounts, to facilitate proper tracking of grant expenses in the books of the organization.

Financial Oversight (25%)

Serve as primary organization liaison between the organization, the external accounting team, and the Board Treasure
Prepare data to be given to the organization’s external accounting team on a weekly, monthly, quarterly and yearly basis, to ensure the organization’s books can be maintained in accordance with Generally Accepted Accounting Principles (GAAP)
Ensure and maintain the financial health of the organization by reviewing and analyzing monthly financial statements produced by the organization’s external accounting team, and take action within the organization when necessary based on the financial data.
Primary responsibility for the development, implementation, and documentation of the organization’s internal control system.
Serve as the liaison between AAE and external vendors and contractors, including by coordinating the drafting and execution of contracts and the processing of invoices and other incurred costs

Funder Relations Management (15%)

Responsible for the financial grant and contract reporting
Create and track progress against project plans for upcoming grant reports and development deliverables
Execute research regarding potential philanthropic partners
Support the organization’s fundraising efforts in other ways as needed

Coalition Stewardship (15%)

Support AAE as the Financial Lead for the Gulf South for Green New Deal (GS4GND) coalition in Louisiana.
Support the development of the coalition’s annual organizational budget and proposed budgets for grant applications, as well as budget modifications as necessary
Monitor finances in order to ensure adherence to organizational budget and grant stipulations, as well as to inform on-going internal spending decisions
Serve as the liaison between our org and external vendors and contractors, including by coordinating the execution of contracts and the processing of invoices and other incurred costs
Coordinating proposal and grant reporting deadlines and deliverables
Act as the point of contact among staff, as well as outside partners & the GS4GND network

People & Culture (15%)

Administer the Human Resource programs, including but not limited to, compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.
Monitor and ensure the organization’s compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews and modifies policies and practices to maintain compliance.
Maintain knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law and actively update the management team where changes are needed.
Bolster initiatives and procedures to support personnel productivity and engagement, including office culture and team building initiatives, hiring and onboarding and ensuring employees have the space, supplies and equipment they need to execute their roles
Onboarding/offboarding new staff (Draft and advertise job descriptions with input from team; develop interview questions; guide candidates through AAE’s HR process)
Hiring and onboarding/offboarding independent contractors (Draft and finalize contracts with input from team)
Partner with staff on activities related to driving operational efficiencies in areas of processes and systems, planning and reporting, team performance improvement, and financial matters

Records Management (15%)

Develop, manage, and maintain systems of organization for both digital and physical documents
Work with the Admin & Program Director to create clear and secure pathways for organizing and maintaining all paperwork relevant to budgeting, financial oversight, funder relations management, coalition stewardship, and people and culture
Ensure all employees are keeping up to date with record management practices and documentation as it pertains to the work
Ensure all employees are up to date on HR and tax documentation
Maintain all digital receipts and financial records in Google Drive and Quickbooks

Preferred Skills

Professional experience in nonprofit/business management, operations, strategic consulting, human resources, and/or finance
Knowledge of diversity, equity, inclusion, anti-racism, anti-oppression and social justice.
Ability to take charge and learn new systems quickly
Excellent MS Office, Google Suite, and Quickbooks knowledge. Zoom, Doodle, and Project Management software knowledge are a plus.
Outstanding organizational and time management skills
Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
Excellent verbal and written communications skills
Discretion and confidentiality
Relevant experience in leadership and people operations
Excellent writing ability, with grant writing and/or communications experience a plus
Refined prioritization and time management skills – able to switch gears, handle interruptions, and refocus back on planned work while meeting all deadlines
Strong problem solving, analytical, and project management skills
Ability to work effectively individually and as part of a team
Flexible and adaptable; open to feedback and continued growth

Required Qualifications

Proven ability to work successfully with diverse populations and demonstrated commitment to promoting diversity, equity, and inclusion
An understanding of the concepts of institutional and structural racism and their impact on underserved and underrepresented communities.
Passion for progressive energy solutions, environmental justice, and climate action
Open and flexible personality
Excellent oral and written communication and research skills.
Critical thinking and analysis skills
Demonstrated knowledge in the areas of administrative tasks
Experience in developing, executing, and managing organization of physical and digital files
Ability to establish priorities and organize work
Ability to work effectively within budget, while leveraging partnerships and volunteers to maximize impact
Extensive experience with Google Suite, Quickbooks, and Microsoft Office Suite
Must be available to work both remotely and in person in our New Orleans office 40 hours weekly.
All applicants must have a work permit or U.S. citizenship.
High school or equivalent degree

Required Experience

Operations management: 3 years
Bookkeeping: 1 year

Who We Are Seeking

You have strong respect, empathy for and belief in environmental justice, social justice, human rights, racial equity
You have a knack for knowing how to build systems that enable seamless execution and reporting
You are excellent at synthesizing information in a verbal and written manner that others can understand
You generate new and innovative approaches to solve problems with efficiency and proactivity
You are detail-oriented and can plan, organize and schedule tasks without missing a beat
You are able to build strong, trusting relationships and meaningfully engage with community partners, educators, colleagues, donors, school administrators, young people, and their families
You are excited to grow into a Chief Operating Officer position

Compensation & Benefits

Starting salary of $60,000 plus standard AAE benefits package including:

Fully covered Healthcare
Optional Vision and Dental coverage
401K matching
Flexible work hours
Friendly working environment
Hybrid work model (in office and remote)
Starting vacation at 2 weeks per year, plus Winter holiday week, Juneteenth, and all national holidays

COVID

Currently, our office is working with a hybrid model- half of the week in office, half remote (WFH policies are subject to change). COVID antigen tests are provided for in person meetings and emergencies.

Application and Hiring Info

The hiring process will include multiple rounds of interviews, along with a digital competency task.
To apply, please submit via email or on indeed a resume, and cover letter addressing your interest in the affordable/clean energy field, our organization, and why you would be a good fit for this position. In your cover letter please also answer the question: Are you passionate about social and environmental justice? Please explain.

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