Operations Manager

T1International USA • Full-time • Remote (Portland, OR, US) • $42k - $64k / year • 1w ago

Classification: Full time (32 hours per week)

Location: Remote: based in the United States of America

Reports to: Community Development Director

Compensation: Manager; the transparent, formula-based salary range for this position is approximately $42,000-$64,000/year determined according to a salary scale which takes into account years experience, location, job category and other factors.

Benefits: Full coverage vision, dental and life insurance, FSA and 401k options, and Gold Tier ACA health coverage reimbursement; 20 vacation days, 15 sick days, and seven paid holidays plus the week of Dec 25-Jan 1.

About T1International:

T1International is a global grassroots patient advocacy organization led by people with and impacted by diabetes, with a focus on type 1 diabetes. We believe in a world where everyone with type 1 diabetes has the opportunity to thrive, with affordable and sustainable access to the medicine and supplies they need. We do not accept funding from the pharmaceutical industry or any medical device manufacturer to maintain our independence and ability to speak out freely.

About the Role:

The Operations Manager is responsible for overseeing and ensuring the organization’s operational efficiency, compliance, and effectiveness. This role includes maintaining accurate recordkeeping, developing and refining internal systems, and supporting operations across key areas such as finance, human resources, and organizational processes. The Operations Manager plays a pivotal role in driving operational excellence and supporting the organization’s mission.

Role and Responsibilities:

Human Resources (30%)

Champion a culture of strong and supporting connections and collaborations with a wide range of partners to support T1International’s vision; manage hiring, onboarding, and offboarding processes for staff, consultants, and Trustees;
Ensure our work is built on integrity and accountability; ensure compliance with any and all local, state, and federal employment regulations; ensure legal compliance of all lobbying activity; ensure Team and Board fill out annual confidentiality forms and disclosures; manage, update, and maintain staff handbook, HR annual calendar, and other personnel tools;
Ensure varied viewpoints are heard, understood, and integrated; manage team’s operationalization of our commitment to equity, including managing Team and Volunteer learning series; manage volunteer and team feedback surveys; manage team work plans and quarterly evaluations timeline and templates, manage annual performance reviews for the team;
Ensure disability justice principles of prioritizing rest to allow for team and volunteers to recoup and rejuvenate to sustain the global fight for equity, disability and #insulin4all powerfully; manage team wellness and culture by discussing HR-related concerns with team members as needed, running quarterly wellness surveys and meeting proactively with team members, and manage team’s paid time off.

Financial Management (30%):

Manage Xero and bank accounts, including monitoring bank account and card transactions, reconciling transactions, etc.;
Ensure all bills are paid promptly;
Ensuring legal compliance of recordkeeping practices including charitable solicitations registrations;
Manage donation tracking including ensuring that donations and donor data are promptly recorded to a high standard, reconciling donations and transaction fees in Xero, etc. and coordinating with development staff to ensure consistent tracking of donations in Salesforce;
Manage and track volunteer expenses, action and activity expenses and other reimbursements;
Prepare monthly financial close with appropriate bank statement reconciliations, journal entries, and monthly reports;
Prepare and present quarterly financial reports and fundraising updates to Board of Trustees, and bi-annual reports to the T1International Team and Volunteer leadership;
Prepare, maintain, and update of budgets, ensuring accuracy and alignment with organizational objectives, in partnership with Executive Director and Community Development Director;
Support Executive Director and Community Development Director in preparing foundation financial reporting and ensuring funds are properly and fully spent down for all grants; manage the funding submissions tracker/pipeline to ensure it is regularly up to date;
Manage annual financial audit and 990 process; audit staff time, communications, funds, and other resources for Team and Trustee reflection or prioritization;
Submit annual renewal to Minnesota for nonprofit registration.

Payroll and Benefits (20%):

Run biweekly payroll using Gusto, adding or removing employees as needed;
Review consultant contracts; Run monthly consultant payments using Gusto or other platforms, adding or removing consultants as needed;
Ensure compliance with state employment laws and taxes, including registrations for hiring in multiple states;
Manage benefits through Flyte, MetLife, and Guideline to ensure claims are filed; send quarterly benefits reminders to the team;
Support team in professional development trainings to enhance understanding and skills using diverse resources and perspectives to operationalize equity.

Other (20%):

Manage administrative inboxes including contact@t1international.com, us@t1international.com, and giving@t1international.com;
Manage organizational platforms including G Suite, Slack, Zoom, LastPass, Salesforce, WhatsApp, etc.;
Ensure accurate recordkeeping of all relevant administrative data on CRM Salesforce;
Manage Standard Operating Procedures;
Support Board of Trustee meetings by taking detailed notes;
Support Executive Director, the Board of Trustees, and the Team in developing long-term organizational plan with deep input by our community and annual strategic plans;
Manage website platform, support updating website platform to ensure utility and accessibility;
Support other communications including social media fundraising, newsletter content, impact report drafting and distribution, etc.;
Process mail;
Manage the funding submissions tracker/pipeline to ensure it is regularly up to date;
Ensure accurate record keeping in Salesforce and foldering systems of all grants received (timelines, reporting schedules, and other key deadlines);
Research and propose potential new funding sources;
Support on annual impact report content drafting and report distribution;
Support special projects as needed.

Core Competencies of the Position:

A genuine belief in T1International’s mission and vision with a strong understanding and commitment to equity and healthcare justice, alongside a passion for issues that people living with diabetes face, and the need to bring the patient voice to the forefront;
Minimum of 4 years relevant experience in nonprofit finance and operations, preferably on issues that fall within T1I’s strategic priorities or in a global context, and at least some in a remote environment;
Demonstrated cultural competency supporting a team that works directly with and building power and leadership with diverse communities across the globe;
Excellent organizational and administrative skills; keen attention to detail; ability to work simultaneously on multiple projects at various stages of completion with minimal direct supervision;
Good problem-solving skills and a positive, ‘let’s make this work’ attitude with sound judgment, flexibility, and determination;
Excels with Google Workspace (Drive and Documents, Google Meet, and Gmail), Zoom, WhatsApp, and other online communication;
Familiarity with databasing and experience with a CRM, preferably Salesforce;
Proficiency in accounting software, preferably Xero;
Fluency in English (written and oral); other languages desirable.

Hours and expectations

T1International operates a 4-day work week Monday-Thursday.
T1International is a purely remote office environment. You should be prepared to work from home or a location of your choosing. Occasional travel is required.

To apply, please complete this form where you will upload your resume.

As a patient-centered organization, we especially encourage people who have lived experience with diabetes to apply. We are also an equal opportunity employer, so we strongly encourage people of color, people with disabilities, people with diverse sexual orientations, gender expressions and identities to apply.

Process

Ideal candidates will be available to start as soon as possible. We will be contacting candidates on a rolling basis during this time. The application process will include a phone screening, at least two video interviews by Google Meet, as well as at least one task-based exercise related to this role and your experience.

Apply