Operations Manager Position Description

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Department: Administration & Operations

Reports To: Executive Director

Classification: Full-Time, Exempt

Status: Regular, Full-Time

Position Summary

The Operations Manager is a key member of the leadership team of the Montana Innocence Project (the “Organization”), a nonprofit public interest law firm dedicated to freeing the innocent and unjustly incarcerated, and advocating for accurate, accountable, and fair systems of Justice. 

Reporting directly to the Executive Director, the Operations Manager is responsible for the day-to-day administrative, financial, and operational functions that enable the Organization to pursue its legal and advocacy mission effectively. This is a hands-on, generalist role requiring sound judgment, a high degree of organizational skill, and a genuine commitment to public interest values.

Essential Functions and Responsibilities

1.  Human Resources and Organizational Culture

  • Administer all human resources functions, including recruitment, onboarding, benefits enrollment, performance management processes, and offboarding.
  • Maintain and update the employee handbook, HR policies, and employment records in compliance with applicable federal, state, and local law.
  • Serve as the primary point of contact for employee relations matters; escalate sensitive issues to the Executive Director and legal counsel as appropriate.
  • Coordinate staff training, professional development opportunities, and team-building initiatives.
  • Champion a positive, inclusive, and mission-driven organizational culture; proactively identify opportunities to strengthen staff engagement, equity, and well-being.
  • Administer payroll in coordination with the Organization’s payroll provider; ensure accurate and timely processing.

2.  Facilities Management

  • Oversee all aspects of office facilities, including lease administration, vendor relationships, repairs and maintenance, and office supply procurement.
  • Manage relationships with building management, security, cleaning, and other facility service providers.
  • Ensure a safe, accessible, and well-functioning workplace; coordinate emergency preparedness planning and response.
  • Oversee technology infrastructure in coordination with IT vendors, including hardware, software licensing, and cybersecurity protocols.

3.  Corporate Records and Regulatory Filings

  • Maintain all corporate records, including articles of incorporation, bylaws, board resolutions, and organizational policies.
  • Oversee timely preparation and filing of required state and federal nonprofit compliance documents, including IRS Form 990, state charitable solicitation registrations, and annual reports.
  • Coordinate with outside counsel and auditors as needed on corporate governance and compliance matters.
  • Maintain secure and organized electronic and physical records management systems.

4.  Financial Monitoring — Cash Flow and Program Budgets

  • Monitor organizational cash flow on an ongoing basis and flag variances or concerns to the Executive Director and Internal Affairs Committee in a timely manner.
  • Support the annual budgeting process; assist program staff in tracking expenditures against program and grant budgets.
  • Prepare and distribute regular financial reports and dashboards for internal leadership review.
  • Coordinate with the bookkeeper or accountant to ensure accurate and current financial records; support the audit process, when applicable.
  • Process accounts payable and receivable; maintain vendor and contractor records and agreements.

5.  Meetings and Events Planning and Execution

  • Plan and execute all organizational meetings and events, including all-staff meetings, leadership retreats, board meetings, donor cultivation events, and public convenings.
  • Manage event logistics from end to end: venue selection, catering, AV, registration, invitations, materials preparation, and post-event follow-up.
  • Coordinate with program and communications staff to ensure events reflect the Organization’s brand and mission.

6.  Executive Support

  • Provide high-level administrative support to the Executive Director, including calendar management, correspondence, and travel coordination.
  • Draft and edit internal communications, reports, and presentations on behalf of the Executive Director as needed.
  • Anticipate the Executive Director’s administrative needs and proactively manage competing priorities.
  • Handle sensitive and confidential information with discretion and professionalism.

7.  Board Liaison

  • Serve as the primary staff liaison to the Board of Directors and its committees.
  • Coordinate all aspects of board meeting logistics: scheduling, notices, agenda preparation, materials compilation and distribution, and minute-taking.
  • Maintain board records, including minutes, committee charters, conflict-of-interest disclosures, and director contact information.
  • Assist the Executive Director and board leadership in onboarding new board members and supporting board development activities.
  • Track board action items and follow up to ensure timely completion.

8.  Donor Database and CRM Management

  • Serve as the primary administrator of the Organization’s donor database and CRM system.
  • Ensure the accuracy, integrity, and completeness of donor and contact records; establish and enforce data entry standards and protocols.
  • Process gifts and update records in a timely manner; generate reports and lists in support of fundraising, communications, and stewardship activities.
  • Work with development staff to leverage CRM data for donor segmentation, prospect research, and campaign reporting.
  • Coordinate system updates, troubleshoot issues, and manage vendor relationships related to the CRM platform.

9.  Donor Acknowledgement

  • Manage the timely and accurate production of all donor acknowledgement letters and tax receipts in compliance with IRS substantiation requirements.
  • Draft and maintain templated acknowledgement language for various gift types; customize communications for major donors in coordination with the Executive Director.
  • Coordinate year-end giving receipts and other acknowledgement campaigns as needed.
  • Maintain acknowledgement records and ensure audit-ready documentation of all gift receipts.

Qualifications

Required

  • Bachelor’s degree or equivalent combination of education and experience in nonprofit management, business administration, public administration, or a related field.
  • Minimum of four (4) years of progressively responsible operations, administrative, or management experience, preferably in a nonprofit or legal services setting.
  • Demonstrated knowledge of nonprofit governance, HR compliance, and financial management fundamentals.
  • Proficiency with donor database or CRM software (e.g., Salesforce, Raiser’s Edge, Bloomerang, or similar).
  • Strong proficiency with Microsoft Office and Google Workspace; experience with project management tools a plus.
  • Exceptional organizational skills and attention to detail; ability to manage multiple priorities and meet deadlines in a fast-paced environment.
  • Strong written and verbal communication skills; ability to communicate clearly and professionally with diverse internal and external audiences.
  • High degree of integrity, discretion, and sound judgment; demonstrated ability to handle confidential information appropriately.
  • Commitment to the mission and values of the Organization and to social, racial, and economic justice.

Preferred

  • Experience supporting a board of directors or governing body.
  • Familiarity with nonprofit regulatory compliance, including charitable solicitation registration and IRS Form 990.
  • Experience in a legal, advocacy, or policy-focused organization.

Working Conditions

This position is primarily in-person at the Organization’s office, with the possibility of occasional remote work as approved by the Executive Director. Some evening and weekend work may be required in connection with board meetings, events, and other organizational needs. The position involves extended periods of desk work and computer use.

Compensation and Benefits

Montana Innocence Project offers a competitive nonprofit salary commensurate with experience, as well as a comprehensive benefits package that includes health insurance; paid time off; retirement plan; professional development support; and other benefits as applicable. The salary range for this position is $58,000 – $68,000.

Equal Opportunity Employer

Montana Innocence Project is an equal opportunity employer. We are committed to building a diverse and inclusive team and strongly encourage applications from people of color, women, people with disabilities, LGBTQ+ individuals, and others who are underrepresented in the legal and nonprofit sectors. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.

How to Apply

To apply, please submit a cover letter, resume, two writing samples, and three professional references to info@mtinnocenceproject.org with the subject line: Operations Manager. Applications will be reviewed on a rolling basis. No phone calls, please.