Operations Manager

Job Description:

Key Responsibilities

• Manage and coordinate the Commission's daily operations, ensuring that all functions run smoothly.
• Work closely with the Chair, Commissioners, and the Executive Director to document all operational processes and procedures.
• Serve as the primary point of contact for internal and external communications, ensuring timely and accurate information flow between Commissioners, contractors, collaborators, and the public.
• Establish and maintain a comprehensive schedule of public hearings (in-person and virtual) and business meetings (in-person) ensuring public accessibility in compliance with Open Meetings Law.
• Assist the Commission in the hiring of administrative, financial, legal, and communications staff to lead the critical work and to ensure the goals of the Commission are accomplished.
• Advise on best practices and innovative solutions to advance the Commission's mission and achieve its goal.
• Identify any gaps or challenges in the current operations and recommend solutions.

Meeting Coordination

• With the approval of the Commission Chair, develop and manage the schedule for all public hearings, business meetings, focus groups, and community outreach events across NYS, ensuring broad engagement and representation.
• Ensure all logistical aspects are in place, including venue and vendor selection, timely placement of public notice of meeting in news media, and agenda preparation.
• Coordinate the scheduling of commissioners, guest speakers, and public testimony, ensuring the meeting location, necessary materials, and information are distributed to all parties in advance.
• Manage the public testimony of participants in virtual hearings.
• Coordinate meeting logistics, such as confirming locations/venues, contracted vendors attendance, webcasting, recording, transportation of meeting set-up equipment, and catering.

Community Engagement

• Assist with coordinating focus groups and outreach events to gather comprehensive community feedback.

Budget Management

• Work closely with the Chair, Commissioners and the Executive Director to document all financial processes and procedures.
• Confirm vendor invoice receipts, providing the approval to pay, and track payment disbursement.
• Maintain budget documentation (via Excel or other bookkeeping software).

Desired Skills:

• Strong organizational and multi-tasking abilities, with a focus on detail-oriented execution.
• Excellent communication, advocacy, public speaking, and interpersonal skills, with the ability to interact effectively with diverse groups.
• Experience in community engagement and public relations.
• Proficiency in project management tools and virtual meeting platforms.
• Proven track record in managing the logistics of large-scale meetings or events, including virtual components.
• Ability to work independently and the confidence to make sound decisions under pressure.
• Proven ability to manage and execute complex projects, including budgeting and staff oversight.
• Experience working with diverse communities and stakeholders.