THE ORGANIZATION
Al Otro Lado is a bi-national advocacy and legal aid organization serving migrants, refugees and deportees in the United States and Mexico. We leverage vital partnerships and engage thousands of volunteers to increase our capacity and help build a broad-based immigrant justice movement. Our approach is multidisciplinary, client-centered, and trauma-informed, combining fierce legal advocacy with holistic support. The clients we serve include medically vulnerable and disabled migrants, people in detention, and all families who have been separated by unjust US immigration policies. Al Otro Lado conducts human rights monitoring in immigration prisons and at the border, informing our impact litigation and policy advocacy strategies with a focus on dismantling systems of oppression.
THE ROLE
The COO is an ambitious and change-driven role. You will work with the Directors and management team to provide exceptional leadership and direct the operations of the organization. It is an internally-facing role where you will establish and maintain systems across financial management, programs, and personnel operations. This role is focused on building the sustainability of the organization as it moves into a new period of growth.
ABOUT YOU
You are engaged in the work
You are motivated by a love of humanity that knows no borders. You are cause-driven and know that by excelling in your role you are part of fighting for an equal and just world.
You are a problem-solver.
You spot opportunities for impact and make things happen. You are comfortable working on urgent issues as they arise and longer-term strategic interventions. A good day is when you’ve resolved a challenge.
You are a people person.
You are passionate about strong leadership, and can develop and execute personnel management. You have a respectful, collaborative, and energetic leadership style. You are comfortable having difficult conversations, and excited about assisting in professional development for a dedicated team. You have a track record of creating positive organizational culture and working environments.
You are strategic.
You keep your eyes on the prize and can deliver strategies and products with impact to a high standard. You’re motivated by the lasting impact of your work. You have a track record of producing great results in senior management roles in similar organisations.
You are a team player.
You work best when part of a small, collaborative team. You can manage coherence, communication and coordination across multi-country teams. You bring good judgment in complex and fluid situations.
You create order out of chaos.
You have a track record of developing, implementing, and overseeing core systems and processes that drive how the organisations operate. You have attention to detail across multiple pieces of work. You are able to extract actionable insights from financial documents.
KEY RESPONSIBILITIES
Financial Oversight. Conduct overall financial management, including:
Manage, Promote and maintain best practices, as outlined by external accounting firm
Manage accounts receivable, accounts payable, and check processing transactions
Manage internal deadlines related to expense report processing and internal credit card program, including systems of internal controls and completeness of employee submissions
Serve as point of contact to outsourced accounting firm
Work with accounting firm to carry out all QuickBooks accounting procedures including deposits, refunds and program accounting.
Oversee organizational budgeting, financial forecasting, and cash flow for all Al Otro Lado administration, existing programs, and proposed new ventures
In consultation with the contracted accounting firm and Grants Manager, develop financial reporting systems and manage reporting requirements.
Work with external accounting firm to oversee the submission of all organizational taxes, coordinate all required audits, and other required financial activities.
Develop and oversee a yearly budgeting plan, work with the Board to have it approved, and then liaise responsibly with the directors to ensure its complete fulfillment.
Internally review the monthly reports and determine whether they are in alignment with the annual budget, and address emerging issues with managers and directors.
Review bi-monthly payroll with key staff, including payroll journal entries in Quickbooks, and address any issues with the Directors and accounting firm.
Coordinate with executive, legal, and financial leadership of Al Otro Lado - TJ (Mexican nonprofit entity) to ensure binational fiscal and regulatory compliance.
Administrative Operations
Manage the AOL’s operational accounts and requirements, leases, mortgages, and all insurance benefit programs, (property insurance, malpractice insurance, workman’s compensation, directors insurance), and other related matters in a time sensitive manner
Oversee upkeep of physical offices, hiring and supervision of outside contractors or vendors, receipt and out processing of mail, arrangements to receive deliveries, management of phone systems and computer network, oversee equipment purchase, and other major purchases, utility payments and any needed maintenance and repairs.
In consultation with directors, prepare, document, and maintain personnel policies and administrative policies for the organization.
In consultation with directors and other key personnel, coordinate monthly program reporting, and data collection.
In consultation with directors, and other key personnel develop, document, and maintain organization’s document management and retention structure with particular attention to cyber-security.
Work with development staff and directors as needed to support implementation and management of the fundraising plan.
In consultation with the Development Manager and other key personnel identify organizational needs and opportunities.
In consultation with directors and the Development manager, explore potential of AOL merchandise development.
Administrative Leadership
Be in tune with the consistent challenges and needs that arise within the organization, then offer clear tools to serve, address and/or resolve these matters;
In collaboration with key personnel, take the initiative to propose problem solving strategies to the directors.
In the event of additional administrative or managerial hiring, in collaboration with key personnel, oversee Human Resource staff in preparation of job descriptions, job postings, management of the interview process, hiring timelines, and onboarding plans.
Take the lead on setting up strategic planning processes for the organization
Supervisory Responsibilities
In consultation with the directors, hire, train and supervise administrative staff.
In consultation with directors, provide supervision and support to the Human Resources Manager. Collaborate with HR on policy development, and other projects as assigned.
Coordinate with other administrative staff’s supervisors to ensure that all staff are following organizational procedures, that operational tasks are completed in a timely fashion, and that administrative staff’s workload has an appropriate balance between operational and substantive tasks.
Board Support
Provide primary admin support to the Board of Directors.
Prepare and distribute board meeting packets, including agendas, financial reports and any other supportive materials.
Act as point person for board questions.
Prepare and distribute all board orientation packets.
Coordinate all board trainings.
Schedule and attend all board meetings. Act as notetaker and prepare official meeting minutes. Maintain board records and files.
Other duties as necessary for board support.
Qualifications
A Bachelor’s degree in business, accounting or related fields (or MA/MBA preferred) and significant professional expertise. Candidates who do not hold a degree will be considered if they have at least ten years of experience in related roles, with at least five years in a leadership position.
Strong preference for Spanish language fluency, both written and oral communication.
At least five years of professional experience, including managing the financial, legal, human resources and administrative aspects of a continuously evolving organization (preference given to nonprofit experience).
Strong written and verbal communication skills.
The ability to translate financial language into easily digestible information and communicate this clearly to AOL staff who are not well-versed in such matters;
Significant knowledge in latest HR systems, platforms and resources to improve organizational efficiency.
Ability to multitask while also being highly detail-oriented.
Phenomenal people skills, including: flexibility, active listening and patience
Proven experience collaborating in a multidisciplinary, diverse, and dynamic team;
Excellent communications skills, including deep listening, and the capacity to engage in complex, interpersonal conversations (including sensitive subjects such as racism, white privilege, justice, and safety) while maintaining a professional yet personal attitude.
Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies, and mentoring people and improving systems.
Technologically savvy, with an ability to develop and implement new IT processes and systems that increase organizational efficiency.
Proven ability to implement change within an established and dynamic organization.
Personal qualities of practiced self-care, integrity, wisdom, equanimity, a sense of humor and commitment to or admiration for AOL’s core mission.
SALARY
$70,000 - 80,000
APPLICATION PROCESS
Please submit a letter of interest, resume, and three professional references to jobs@alotrolado.org, with Chief Operating Officer in the subject line. Only applicants selected for an interview will be contacted. Al Otro Lado values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, formerly incarcerated individuals, individuals with disabilities, and members of underrepresented communities.
Al Otro Lado prohibits discrimination against employees, applicants for employment, individuals providing services in the workplace pursuant to a contract, unpaid interns or volunteers based on any legally-recognized basis, including, but not limited to, their actual or perceived race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex (including pregnancy, childbirth, lactation and related medical conditions), gender (including gender identity and expression), age (40 or over), sexual orientation, Civil Air Patrol status, military and veteran status, immigration status or any other consideration protected by federal, state or local law.