Managing Director of Operations

Date Posted: 11/6/23
Level: Senior
Type: Permanent, full-time position, exempt.
Location: Based at Active Transportation Alliance’s office in Chicago Loop.
Environment: Hybrid work environment combination of in-office and remote work.

About the Position

The Managing Director of Operations (MDO) serves as a senior level leader and is responsible for all aspects of Active Transportation Alliance’s (ATA) core operational functions, including human resources, technology, office space, and finance. The MDO works in coordination with, and overseeing, the organization’s contractors. Much of ATA’s back-office support is outsourced to firms with deep expertise in their areas, be it information technology, human resource supports, or accounting. The person in this role serves as the bridge to the organization, ensuring processes and services are maximized to reach organizational goals of operational excellence, efficiency, and sustainability.

This is a full-time, Chicago-based position under the direct supervision of the Executive Director. The work environment and schedule will balance working from home and in our downtown office. There will be some travel around the city and region, requiring some (varied) evenings each month and occasional weekends. This role is salaried and exempt from overtime; it averages 40 hours/week.

Learn more about our work at www.activetrans.org.

About You

You are an experienced leader of broad-scale non-profit operations. You’ve successfully served in similar positions and organizations for at least seven years, establishing trust, leadership acumen, and problem-solving skills. You are poised for your next challenge and eager to collaborate with passionate professionals and contractors to provide high quality supports to staff.

You are a process-based thinker with a keen eye for details and get joy out developing repeatable and consistent ways of working. You are a bridge-builder who can leverage talent and culture and are intentional about communicating clearly and compassionately. You are entrepreneurial and resourceful, with a proven track record of overcoming challenges and leveraging resources to creatively solve problems.

You believe in the transformational power of active transportation, knowing that places abundant with walking, biking and public transportation options are more equitable, more healthy, more sustainable and more livable, and that all people in Chicagoland deserve this reality. You value working at an organization committed to pursuing anti-racism, where working in vibrant, supportive teams is the norm - and leadership is a shared practice.

About the Organization

The Active Transportation Alliance is a non-profit advocacy organization. Our vision is a Chicago region abundant with walking, bicycling, and public transit options to create healthy, sustainable, and equitable communities.  In partnership with thousands of members, hundreds of volunteers and a wide spectrum of community partners, our dedicated team has been working for several decades to create more opportunities for people to travel safely, actively, and enjoyably.

Active Transportation Alliance is committed to building a team that represents a variety of backgrounds, perspectives and skills and encourages people of all backgrounds to apply. The more inclusive we are, the better our work will be. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion or belief, sex, pregnancy status, national or ethnic origin, age, disability, marital or parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We work to practice the principles of racial equity, diversity, and inclusion in all we do.

ATA is a small organization doing big work and that means team members take on projects outside department or role-specific expectations from time to time; we go all in to support each other and our success. 

About the Role - Key Accountabilities

1. Senior Leadership

• Act as a thought leader and advisor/partner to the Executive Director.
• Provide leadership and effective internal communications to promote a positive work environment.
• Leverage and optimize the collective resources of the organization across programmatic lines.
• Help advance the organization’s Racial Equity Action Plan.
• Assume authority to act on behalf of the Executive Director in his/her absence or upon request of the Board of Directors or Executive Director.
• Support the Board of Director’s activities as determined.
• Actively participate and lead in ‘all hands on deck’ activities, including Fifth Third Bike the Drive, events, retreats, and other gatherings.

2. Human Resources

• Manage administrative and professional services vendors.
• Serve as the primary point of contact for employee relations and resources, and as such, provide coaching, problem-solving, feedback, accountability, conflict management, and performance improvement process.
• Initiate and manage the recruitment and hiring process for new employees.
• Coordinate onboarding processes, documentation, and training including policies, paperwork, and communication between employees and HR administrative services.
• Annually assess total benefits package and seek and coordinate benefits contracts and negotiations.
• Manage employee benefits documentation in cooperation with HR administrative services vendors.
• Participate in the administration of payroll, processing, and updates.
• Determine organization-wide professional development needs and organize opportunities for learning.
• Manage the annual review process for the organization and conduct annual reviews with direct reports.
• Collaborate to develop needed policies and procedures for staff and support adherence to them.
• Ensure compliance with employment laws, including adherence to mandatory trainings.

3. Financial Management

• Oversee contractors, processes, and policies related to bookkeeping, financial oversight, audit, and regulatory compliance.
• Support accounts payable and receivable processes, purchasing, compliance and implementation.
• Manage bank and financial account relationships and administration.
• Help lead the annual budget development process for the organization and ongoing monitoring.

4. Operations and Quality Assurance

• Determine needs and optimize resources and solutions for efficient operations.
• Oversee safe and effective information management systems and processes.
• Manage relationships and vendors for space, office equipment, IT, and software/tech solutions.
• Ensure staff have proper equipment and supports to do their jobs well.
• Manage technology/software transitions.
• Support ongoing training for optimal and safe use of technology and software programs and tools.
• Manage lease and insurance updates, compliance, and renewals,
• Monitor areas of risk; advise and intervene as needed.
• Manage vendor master terms and conditions process.
• Support workplace safety via assessments and trainings.
• Periodically review and update policies and procedures including fiscal practices, HR practices, and employee handbook.

The Must-Haves

We understand that people gain skills through a variety of professional, personal, educational, and

volunteer experiences. If you believe you have the skills to succeed in this role, regardless of your

professional or educational background, we encourage you to apply.

• 7+ years of nonprofit management and operations experience, including work or training in human resources, contract negotiations, financial oversight, and risk management.
• Demonstrable understanding of basic accounting practices and human resource best practices.
• Project management experience, especially in crafting scopes of work, budgets, schedules, managing deliverables and outcomes, and juggling multiple projects/priorities at one time.
• A passion for the transformational nature of walking, bicycling and transit on social and racial equity, community livability, and sustainability; or willingness to learn and embrace the same.
• Authentic interest in developing anti-racist perspectives and actions, both personally and professionally.
• Deep commitment to confidentiality.
• Physical Requirements: Have the ability to:
  • lift and carry items up to 25 pounds.
  • operate a computer.
  • sit at a desk for extended periods.
  • stand, walk and be on your feet outdoors for extended periods.
  • communicate and exchange information.
  • travel throughout the Chicagoland area (predominantly) and the state of Illinois (occasionally).

Position Details

• Start Date: This position is available immediately with a start date as soon as possible.
• Term: This is a permanent, full-time position based at Active Transportation Alliance’s office in Chicago.
• Salary: The salary range for this position is $74,000 – 79,000 annually commensurate with experience.
• Benefits include:
  • • 15 days paid vacation
    • 10 days paid personal/sick time
    • 15 paid holidays
    • Employer-supported HMO, PPO, and HSA health insurance plan options
    • Vision insurance
    • Dental reimbursement plan
    • Life and long-term disability insurance
    • Short-term disability/medical/family leave
    • Pre-tax transit benefit
    • 401k retirement plan
    • Flexible work environment with hybrid in-office and remote workplace options