ABOUT THE JOB
The ACLU seeks a full-time position of Associate Director of Facilities Operations in the Business Operations and Support Services (BOSS) Department of the ACLU's National office in New York, NY.
The Business Operations and Support Services department, in the office of the Chief Operating Officer, works to enable organizational and operational effectiveness by partnering with ACLU staff across the enterprise to develop business solutions, training, physical space planning, facilities operations, capital projects and evaluation of operations to maximize resources, mitigate risk, ensure accessibility, and achieve the organization's strategic goals.
Reporting to the Director of Facilities, the Associate Director of Facilities Operations is responsible for managing the facilities and operations for the ACLU's NY office and supporting ACLU staff both in the office and while working remotely.
- Manage the facilities and related operations for the New York Office including:
- Facility maintenance
- Life safety and security
- Mail Room and Printing
- Furniture and equipment procurement and maintenance
- Office configuration
- Facilities and operations related staff onboarding and offboarding
- Partners with Director of Facilities on facilities and support planning and strategy.
- Develops and implements standard operating procedures for facilities management and staff support.
- Creates and manages office seating plans to ensure effective use of office space. Partners with department leadership to ensure seating plans meet the needs of staff and leaders Continually adapts plans as ACLU work operations change and evolve.
- Acts as administrator and manager of OfficeSpace, our office space management software for all National Offices.
- Facilitate onboarding, offboarding and relocation of staff.
- Manage and oversee the ACLU's virtual mail system including:
- Ensuring mail is managed, routed, and delivered properly
- Support staff and training new staff on system functions
- Acting as a liaison to vendor to troubleshoot and resolve mail and user issues.
- Making recommendations on process improvements
- Responsible for ensuring critical vendor records including COIs and other compliance paperwork are properly maintained
- Ensure that ACLU accessibility standards for facilities and operations are considered and implemented and partner with HR to ensure individual staff accessibility needs are met.
- Act as first point of contact and primary liaison for building management personnel for security, infrastructure, and services.
- Provide Facilities and Operations support for small to large-sized construction projects, contractors, and design consultants for facilities improvements.
- Manages and coordinates, with the assistance of the Director of Facilities, all ACLU construction projects in the ACLU spaces. Manages administrative operations of the NY office with planning and coordination of logistics for meetings, large scale internal and external events, space management, safety and security, etc.
- Ensures that staff in the NY office and those working remotely have the supplies and resources needed to work effectively.
- Primary contact for support for satellite and chapter office support.
- Primary contact for support for NYCLU (tenant) services and facilities issues.
- Management of operations support function including use of Zendesk ticketing system, ensuring customer service and first approach to National staff both in offices and working remotely.
- Manages operational onboarding of staff both in the NY Office and remotely, ensuring they have access to facilities, protocols, and resources needed to work effectively.
- Manages content on intranet for NY Office and other facilities operations projects to ensure staff have easy access to critical processes and protocols, and support resources.
Security and Emergency Response:
- Ensures health and safety protocols are implemented and followed in NY Office.
- Manage control access to New York Office.
- Organize and manage Emergency Response Team at NY Office.
- Manage operations, mail room, and reception team of 4.
- Develop and manage yearly operations and facilities budgets and joint expenses for NY and all other National offices.
- Manage facilities and operations vendors and maintain critical vendor information including COIs and other compliance paperwork.
- Manage and ensure accuracy of critical operations systems such as Building Engines, Variphy, OfficeSpace and MIR3.
- Engage in special projects and other duties as assigned
- Center principles of equity, inclusion, and belonging in all work, embedding the values in program development, policy application, and organizational practices and processes
- Demonstrate a commitment to the mission of the ACLU
- Demonstrate a commitment to diversity within the office using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance
- Demonstrate a commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts
EXPERIENCE & QUALIFICATIONS
- Demonstrated experience in office management and administration including direct responsibility for the day-to-day operational functions.
- Experience supporting building infrastructure systems function, repair, and maintenance.
- Demonstrated ability to manage complex office logistics planning and implementation.
- Demonstrated knowledge of emergency response and life safety protocols.
- Experience providing support to staff at all levels on facilities and operations needs.
- Demonstrated experience with support ticketing systems.
- Demonstrated experience managing facilities maintenance and support contracts and vendors.
- Commitment to a customer service based support philosophy.
- Excellent communication skills and ability to build strong relationships.
- Strong team building and management skills including employee coaching and development.
The annual salary for this position is $143,943 (Level E). This salary is reflective of a position based in New York, NY. This salary will be subject to a locality adjustment (according to a specific city and state), if an authorization is granted to work outside of the location listed in this posting. Note that most of the salaries listed on our job postings reflect New York, NY salaries, where our National offices are headquartered.
ABOUT THE ACLU
The ACLU dares to create a more perfect union – beyond one person, party, or side. Our mission is to realize this promise of the United States Constitution for all and expand the reach of its guarantees.
For over 100 years, the ACLU has worked to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States. Whether it's ending mass incarceration, achieving full equality for the LGBTQ+ community, establishing new privacy protections for our digital age, or preserving the right to vote or the right to have an abortion, the ACLU takes up the toughest civil liberties cases and issues to defend all people from government abuse and overreach.
Equity, diversity, and inclusion are core values of the ACLU and central to our work to advance liberty, equality, and justice for all. We are a community committed to learning and growth, humility and grace, transparency and accountability. We believe in a collective responsibility to create a culture of belonging for all people within our organization – one that respects and embraces difference; treats everyone equitably; and empowers our colleagues to do the best work possible. We are as committed to anti-oppression and anti-racism internally as we are externally. Because whether we're in the courts or in the office, we believe 'We the People' means all of us.
The ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. Black people, Indigenous people, people of color; lesbian, gay, bisexual, transgender, queer, and intersex people; women; people with disabilities, protected veterans, and formerly incarcerated individuals are all strongly encouraged to apply.
The ACLU makes every effort to assure that its recruitment and employment provide all qualified persons, including persons with disabilities, with full opportunities for employment in all positions.
The ACLU is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please email firstname.lastname@example.org. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.
The Department of Education has determined that employment in this position at the ACLU does not qualify for the Public Service Loan Forgiveness Program.