Associate Director, Operations

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Position Summary 

The Associate Director, Operations  is responsible for managing office operations in NCJW’s Washington, DC, office, ensuring efficiency across technology, facilities, and knowledge and document management systems. This role supports; select HR systems and processes including employee transitions (onboarding, internal promotions, and offboarding) and systems to enhance communication and productivity. The ideal candidate is highly organized, an excellent communicator, and thrives in a fast-paced environment. They are values-driven, flexible, and able to foster a workplace of joy and collaboration. This role reports to the Director of People and Culture and requires in-person work in our office four days per week, Monday through Thursday.

Primary Responsibilities

Operations (30%)

• Proactively assess systems, processes, and procedures for efficiency and efficacy and recommend and implement improvements.
• Assist the Director of People and Culture in ensuring compliance with organizational policies, including finance, operations, and HR policies.
• Formalize and support pre-existing processes ensuring consistency and efficiency across the organization.
• Lead office administration and logistics, including coordinating workplace technology, administering office space, and supporting travel logistics and in-person events.
• Develop team culture and practices in collaboration with the Director of People and Culture, including managing hybrid communication and collaboration infrastructure, and coordinating team-building activities and staff celebrations.
• Act as primary contact for all facility and storage needs including NCJW offices, meeting spaces, technological solutions for digital storage, offsite storage locations, and event facilities.
• Oversee strategic use of office space, including adherence to existing lease and external facility agreements, as well as managing NCJW’s relocation this summer in conjunction with the Director of People and Culture.
• Serve as primary contact and liaison for facilities, leasing, design consultants and vendors.
• Create systems to ensure new office space functions smoothly, ensure staff and offices are properly equipped,spaces are orderly and well maintained, and all equipment functions.
• In partnership with the Director of People & Culture, manage all existing staff policies and create new policies where appropriate.
• Update and manage staff holiday and office closure calendar.
• In partnership with the Director of People & Culture and Chief of Staff, oversee the registration process for the Leading Edge staff surveys annually.
• Routinely update and manages staff organization chart and staff directory.

Technology (20%)

• Create and manage procurement, repair, and distribution systems for all technology (phone/messages, hardware, software).
• Supervise all technology vendors and platforms.
• Set technology standards and refreshed schedules for the organization.
• Troubleshoot technology issues and proactively plan to meet commonly requested
• needs.

Onboarding/Offboarding (10%)

•  Develop and manage new employee and intern onboarding schedule and training (first 30 days).
• Work with appropriate staff in offboarding employees and managing transition.
• Update the Employee Handbook in partnership with the Director of People & Culture and the Personnel Practices Committee.
• Create templates to support hiring managers with onboarding and offboarding.
• Devise systems to collect, store, and audit essential HR documents and files.
• Set up and maintains all email and phone distribution lists.

Staff Meetings and Knowledge/Document Management (20%)

• Craft monthly all staff meeting agendas with input from relevant staff.
• Construct and maintain system for storing electronic and physical information.
• Ensure that departments are documenting key processes and updating standard operating procedures; define, implement, and revise operational policies as needed.
•  Manage the organizational calendar, ensuring staff receive the relevant Jewish and federal holidays off,are , major events are added, and key organizational dates are noted on calendars.
• Design a system for acknowledging  staff birthdays and anniversaries.
• Schedule and prepare documents for staff meetings and retreats, in partnership with the Director of People and Culture, ensuring agendas, meeting minutes, and supporting documents are updated and readily available.
• Ensure key documents are updated and readily available; audit all essential files.

Board/Committee Logistics and Planning for In-person Meetings (15%)

• Creates a timeline for securing a hotel, meeting venue, dining options, etc. for each in-person meeting.
• In partnership with the Board VP and Board liaison, identifies key documents and potential facilitators to be utilized at board meetings.
• In partnership with the Communications Director and others, creates and purchases new swag for the Board.
• Manages all meeting room set-up with tent card placement, notebooks and pens.
• Updates and manages board and committee groups and listings.
• Assists in the board nominations process by assisting the nominating committee.
• Oversees budget for in-person board meetings.

Event/Meeting Planning (5%)

• Plan staff outings, holiday parties, and assist with staff retreat planning and logistics as needed.
• Special project management and contract review for hotels and possible venues for events.
• Manage coordination of staff meals and special events in the office as appropriate.
• Assist with board meal and meeting logistics.
• Travel as needed to assist with board meeting and event set up.

NCJW is an Equal Opportunity Employer

At National Council of Jewish Women, we are committed to creating a culture of inclusion and accountability. We honor the wisdom, insights, perspectives, and experiences of diverse viewpoints, and recognize that many critical voices have been underrepresented in Jewish organizational life and nonprofit organizations as a whole for too long. We welcome applications from people of diverse religious, spiritual, and cultural backgrounds. We are an equal opportunity employer and recruit, hire, train, promote, compensate, and administer all personnel actions without regard to race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, culture, age, creed, disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, or any other protected status.

About NCJW

National Council of Jewish Women (NCJW) is the oldest Jewish feminist civil rights organization working for equity and justice for women, children, and families in the United States and Israel. Through the efforts of our 210,000 grassroots advocates and 50 local sections, NCJW combines education, direct service, and advocacy to affect lasting social change at the local, state, and national levels.

We approach our work Jewishly and through the intersections of gender, economic, and racial justice to center those most impacted. NCJW’s intersectional work in progressive and Jewish spaces has resulted in deep partnerships with secular and faith-based human rights organizations, BIPOC-led grassroots organizations, and governmental allies. NCJW has lead roles in many civil rights coalitions and legacy networks.

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