American Civil Liberties Union of Utah
Salt Lake City, UT
The American Civil Liberties Union of Utah is seeking an Office Manager to join our Administration Team. This position will provide customized logistical, administrative, strategic, and critical support to all the organization’s teams and staff. This position is a vital part of our operations and administration team. The Office Manager position requires an intuitive ability to anticipate and solve problems, strong organizational skills, a collaborative work ethic, the ability to maintain confidentiality, and attention to detail.
Commitment to Diversity and Inclusion:
The ACLU of Utah is an equal-opportunity employer. We value a diverse workforce and an inclusive culture. We believe that having a board, staff, and volunteer base with diverse personal and professional backgrounds and lived experience enhances our ability to meet our mission and creates an environment where all members of our community can thrive. We strongly encourage and greatly value applications from women, people of color, immigrants, persons with disabilities, members of the LGBTQ community, those who have been formerly incarcerated, and other underrepresented and historically marginalized groups.
Position Overview and Functions:
The Office Manager is responsible for completing administrative tasks pertaining to the day-to-day functions of the physical office, assisting the Executive Director and Administrative Team with scheduling and administrative support, and providing as-needed support to all organizational staff.
Under the direction and supervision of the Director of Finance and Administration, the Office Manager will process mail, maintain sufficient inventory of supplies and equipment, print materials, manage calendars, and provide administrative support. This position will have some in person responsibility and will be based out of the Salt Lake City area.
Specifically, the Office Manager will:
- Receive, process, and direct organizational mail, email, and phone calls to the appropriate staff member or department
- Manage office upkeep, supplies, and files
- Manage office calendars, assist staff and board with calendaring and scheduling, and provide logistic administrative support for in-person and virtual meetings and events
- Receive, welcome and assist visitors and guests to our office
- Aid Human Resources by organizing and maintaining former employee records
- Assist the Executive Director with Board-related administrative tasks, including coordinating and circulating meeting materials to Board Members
- Assist staff with mailings, printing, maintaining supply of printed materials, and digital filing;
- Implement and maintain office systems under the direction of the Director of Finance and Administration
- Coordinate with National ACLU IT to provide support for Information Technology systems and provide support for additional systems, including phones, copiers, printers, etc.
- Maintain inventory of ACLU-UT equipment and software
- Assist with improvement and implementation of operational policies and training under the supervision of the Director of Finance and Administration and Human Resource Manager
- Periodically book travel arrangements for staff or Board MembersMaintain postal permits, and oversee shared office resourcesAssist in the management of office projects; andOther duties assigned by the Director of Finance and Administration.
Qualified candidates will have:
- Proficiency with office technology and information systems, including online communications, word processing, spreadsheets, and video conferencing
- Experience exercising discretion and confidentiality with sensitive information
- Ability to communicate quickly and effectively, verbally and in writing
- A strong customer-service mindset
- Ability to regularly and quickly jump from task to task, prioritize, stay organized, and complete assignments under strict deadlines in an occasionally stressful environment
- High-level attention to detail, wherein you often notice things that other people miss
- Ability to work independently and collaborate with others as part of a team
- Ability to jump in and help on any project and learn new things quickly
- Ability to think proactively, anticipate problems, develop creative and effective solutions, and take the initiative to facilitate smooth operations for all staff confidently
- Ability to travel around town for day-to-day errands
- Willingness and availability to work occasional evenings and weekends with advance notice, during times of office events or busy seasons
- A commitment to the mission and values of the ACLU of Utah, racial justice and civil rights issues, and an understanding that these issues are central to the overall protection of civil liberties
- A strong commitment to diversity- a personal approach that values the individual and respects difference of race, ethnicity, age, sex, sexual orientation, gender identity and expression, religion, ability, involvement with the criminal legal justice system, and socio-economic circumstance.
Strong candidates will also have:
- Experience coordinating and organizing logistics for meetings, events, and training sessions;
- Ability to speak and write in Spanish.
- Physical Demands
- Prolonged periods of sitting and standing
- Repetitive hand motion
- Bending and reaching overhead
- Ability to lift 20 lbs.
SALARY & BENEFITS:
The salary range for this position is $45,000-50,000 depending on experience. Excellent benefits include: paid time off, medical, vision, and dental insurance, and a 401(k) plan with employer matching contribution that vests after one year of employment.
Application review will begin in September and will continue until the position is filled.
About ACLU of Utah
Founded in 1958, the ACLU of Utah is a not-for-profit, nonpartisan organization that utilizes legal, legislative, and public education approaches to fight for individual rights and fundamental freedoms. Our mission is to defend and promote the fundamental principles and values embodied in the Bill of Rights and the U.S. Constitution, including reproductive freedom, immigrant rights, free speech, racial justice, privacy, religious liberty, LGBTQ rights, and more.