Operations Manager
at Heartland Alliance

Date Posted: 9/14/2019

Job Description

Summary: The Operations Manager is a vital member of the National Immigrant Justice Center’s (NIJC) growing operational team. Reporting to the Chief Operating Officer (COO), the Operations Manager will play a critical role in managing the day-to-day effectiveness of NIJC. They will play a collaborative role in developing and implementing systems that increase the effectiveness and efficiency of NIJC’s work and support its ability to sustain growth and expand impact. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

  • Provides business oversight and guidance, including, but not limited to, staff employment transactions, implementation of policies and procedures, staff training, etc.

  • In collaboration with COO, establishes and ensures compliance of policies/procedures for general operations and service delivery.

  • Responsible for day-to-day management of NIJC’s downtown Chicago office facilities. Maintains open lines of communication with internal and external stakeholders to ensure facilities meet program and operational needs. Assists in ensuring that facilities are prepared for events, meetings, etc. Provides operational support to staff. Covers front desk when necessary.

  • Oversees office services and supplies management within approved budget. Maintains good working relationships with vendors.

  • Supports implementation of procurement procedures in collaboration with COO. Assists in sourcing vendors and creating RFPs as assigned.

  • Troubleshoots IT requests and elevates to IT department or appropriate contracted vendor as needed.

  • In collaboration with COO, manages hiring, onboarding, termination, and other relevant employment transactions, within defined parameters.

  • Meets regularly with directors, managers, and supervisors to ensure that operations are functioning timely and accurately.

  • Promotes safety and security in collaboration with Enterprise Risk Management department. Functions as on-site Safety and Security leader. Ensures safety procedures and drills are thoroughly implemented.

  • Provides support for NIJC’s remote offices in meeting operational needs.

  • Contributes to the development and integration of new processes as appropriate.

  • Provides supervision, training, and performance evaluations for assigned staff.

  • Other tasks that may be assigned.


  • Bachelor’s Degree required
  • At least 4 years of relevant professional experience required, including success in nonprofit management (or equivalent in a for-profit role)
  • Track record of operational excellence, with a strong understanding of diverse business functions
  • Excellent analytical skills, proficiency with Microsoft Office Suite

  • Excellent written/verbal communication skills
  • Experience in staff supervision preferred
  • Bilingual Spanish preferred


  • Project Management – Develops project plans and realistic action plans based on data-driven analysis; Creates project budgets; Communicates changes and progress to stakeholders; Completes projects on time and budget; Manages project team activities through timetables, metrics reporting, and visual presentation.

  • Relationship Management – Communicates purposes, goals, timelines, and strategies clearly; Establishes action plans for constituent interactions; Manages multiple stakeholders with varying agendas with respect.

  • Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; able to read and interpret written information.

  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.

  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Able to multi-task and lead in a fast-paced environment.

  • Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with alternative plan; good sense of humor.

Physical Demands: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to talk and hear.

  • The employee is regularly required to sit, stand, and walk.

  • The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.

  • The employee must occasionally lift and/or move up to 10 pounds.

  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise in the work environment is moderate.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.

Job Snapshot

  • Employee Type: Full-Time
  • Location: Chicago, IL
  • Job Type: Management
  • Experience: Not Specified
  • Date Posted: 9/14/2019

About Us

It’s more than a job, it’s a purpose.

Heartland Alliance—the leading anti-poverty organization in the Midwest— believes that all of us deserve the opportunity to improve our lives. Each year, we help ensure this opportunity for nearly one million people around the world who are homeless, living in poverty, or seeking safety. Our multicultural staff are passionate about our mission and make Heartland Alliance a dynamic and exciting place to develop your career.

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