Work for Democracy

Operations Manager

Over Zero

Over Zero

Posted on Wednesday, May 22, 2024
Position Description
Over Zero, a project of Hopewell Fund
Position Title: Operations Manager
Location: United States (remote)
Reports to: Director of Operations
Hours Per Week: 40 hours
Overtime Status: Exempt

Over Zero Seeks Operations Manager. Do you thrive on streamlining operations and building efficient systems? Are you passionate about supporting a mission-driven organization?
Over Zero is seeking a talented Operations Manager to join our team. This role offers an exciting opportunity to directly impact our mission by creating and optimizing systems that empower our team.

The Role Summary:
  • Manage day-to-day operations and administrative functions to ensure smooth organizational flow.
  • Support project planning, implementation, and management, fostering a culture of innovation and effectiveness.
  • Develop and improve systems and processes to empower team efficiency and success.
  • Partner with our fiscal sponsor (Hopewell Fund) on grants, contracts, HR, legal compliance, and budget tracking.

Who We're Looking For:
  • A skilled organizer who enjoys streamlining processes with an innovative mindset.
  • Someone dedicated to building a compassionate and supportive work environment.
  • A team player who thrives in a collaborative setting focused on building more just and peaceful societies.

Essential Responsibilities and Tasks
Finances: Oversee recurring financial processes and reporting and support budget creation and tracking across the organization. Examples of core responsibilities include: overseeing expense policies and procedures [e.g., monthly expenditure reports, receipt tracking, developing standard operating procedures (SOPs) and team trainings] across the organization; tracking ‘budgeted vs. actual’ financials across projects; and helping project and event teams create and track budgets.

Fundraising & Grants: Track grant opportunities and reporting requirements and provide support on operational components of grants. This includes but is not limited to coordinating grant application and reporting processes; keeping team members aware of relevant deadlines; and preparing budgets for funding proposals and reports.

Security, IT & Office Management: Manage the data, IT equipment and subscriptions, and security of the organization’s physical and digital spaces, including: ensuring safe, functional, and well-supplied in-person meeting spaces; overseeing security procedures for digital engagement and in-person events and travel; organizing institutional data (e.g., Google Drive, contacts, subscription information); and supporting staff to troubleshoot issues.

Systems, Process, and Project Management. This includes managing the development and maintenance of Over Zero’s Operations Guide, templates and SOPs; and ensuring team-wide adoption to organization project management and communication tools such as Teamwork and Slack; and using effective project management skills in support of grant management and other cross-organizational priorities.

Compliance and Benchmarking: Oversee compliance and communication with Hopewell Fund and help research HR and compliance-related decisions. This responsibility includes managing Over Zero’s relationship with Hopewell Fund; overseeing organizational compliance with applicable rules and regulations; and informing organizational policies in line with general standards of good 501(c)(3) practice.

Contracts, Vendors, and Events: Manage organizational contract processes and help with organization-wide event logistics. This role will help find services and vendors that support our daily operations and events; to ensure contracts have favorable terms and align with Hopewell requirements; to coordinate and track relevant documentation and payments; and to lend their logistical expertise to our event teams as needed.

Successful candidates will have:
We are looking for someone who is passionate about Over Zero’s mission and culture (see our values), detail-oriented, and experienced in project management and operations. We encourage candidates with diverse backgrounds to apply.
  • At least five years of experience working in operations, finance, HR, or project management. This role requires a solid understanding of and direct experience supporting nonprofit operations.
  • Excellent organizational, project management, and cross-team communication skills. Working across a responsive organization and with external stakeholders requires the ability to manage, track, and help others stay aware of and aligned on the status of various projects and tasks.
  • An established record of successfully creating, managing, and tracking budgets at the organizational-level and for sub-teams, projects, and events.
  • Experience creating, implementing, and updating or improving systems, processes, goals, and action plans for organizations or teams, especially those just starting or growing. Proactive needs assessment experience is essential.
  • Desire to be part of a small, dynamic team that is working to prevent political and identity-based violence and other forms of group-targeted harm. We are committed to our mission, to actively practice kind, direct, and candid feedback conversations, and to building a culture and work environment that fosters equity and belonging for all.
Please note:
  • This position may require attending in-person events and meetings. A successful applicant must be able and willing to travel within the United States.

How to Apply
Complete your application directly on our careers page:
Applications will be reviewed on a rolling basis, applications submitted prior to June 7th, 2024 will be given priority.
Please submit your résumé as a PDF using the upload functions integrated with the online application. In lieu of a cover letter, please respond to the questionnaire presented in the application with approximately 1-2 paragraphs per response with specific examples. The questions are as follows:
  1. Motivations & Alignment: Why are you excited about this specific role at this point in your career, and how do your skills and experience contribute to Over Zero's mission? Explain what resonates most with you about our organization's values, and how those values connect to your own.
  2. Teamwork & Impact: Describe a situation where you thrived in a team environment and the positive impact it had. Highlight the qualities that make you a valuable team member.
  3. Process Improvement: Share an experience where you created or improved an organizational system or process. Explain the purpose, implementation, and any valuable lessons learned.
  4. Financial Management: Briefly describe a past experience managing a budget or finances.
We will be in contact with you if we are to proceed with your application. The announcement will remain posted until the position is filled.

Compensation and Benefits
Salary range: The starting salary range for this position is $78,000-96,000 per year, commensurate with the candidate’s relevant experience, capabilities, and skills, and in alignment with internal equity.

Benefits: Comprehensive benefits package that includes:
  • 100% employer-paid health, dental, and vision insurance.
  • 3% automatic contribution and a 3% employer match on 401(k) contributions.
  • Flexible spending account options for health, dependent care, and transit.
  • Mobile phone and technology benefits.
  • 160 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually.
  • 13 paid holidays throughout the year.
  • Eligibility for 12 weeks of paid family and medical leave after 90 days of employment.
  • Flexibility to work from home anywhere in the U.S.
  • Commitment to professional development and growth.
About Over Zero
Over Zero, a project of the Hopewell Fund, was founded to reduce, prevent, and create long-term societal resilience to political and identity-based violence and other forms of group-targeted harm. We focus on the role of communication in either fueling or counteracting this type of violence and we equip leaders from diverse sectors with tools for violence prevention and response. We collaborate with a wide range of academics, researchers, and practitioners globally. We are deeply committed to our organizational culture, which includes values of co-creation, discovery, do no harm, impact, and wholeness.

Hiring Statement
Over Zero is a project of Hopewell Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. Hopewell is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Hopewell’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

Hopewell participates in E-Verify and will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the United States. Job candidates and employees authorized to work may not be discriminated against on the basis of national origin or citizenship status.