Operations Assistant, National Advocacy Institute

ABOUT THE JOB

The ACLU seeks applicants for the full-time position of Operations Assistant, National Advocacy Institute in the Executive Department of the ACLU’s National office in New York, NY. This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month. 

The National Advocacy Institute (NAI) is the ACLU’s investment in the next generation of civil rights and civil liberties advocates. Engaging with high-school and college-aged students, NAI convenes participants from across the United States for in-person learning experiences to expand, sharpen, and hone their advocacy skills. In its current portfolio, NAI hosts two annual programs (a residential high-school program in Washington, D.C. and a college-aged program in New York City). The program team also manages a college scholarship program (the ACLU Emerging Advocates scholarship) and engages with its 6,000+ program alumni throughout the year.

This position is part of a collective bargaining unit. It is represented by ACLU Staff United (ASU).

WHAT YOU'LL DO 

Reporting to the Associate Director of the National Advocacy Institute, the Operations Assistant, will be responsible for ensuring smooth day-to-day operations, coordinating schedules and logistics, and supporting the team’s communications, data management, and program needs. The ideal candidate is a problem-solver who thrives in a fast-paced environment, is comfortable balancing multiple priorities, and brings a strong commitment to accuracy, collaboration, and mission-driven work.

YOUR DAY TO DAY

• Data and Reporting: Maintain accurate student and other program data, including data entry and records retention; prepare and maintain accurate email lists for specific program and alumni communications; and use Excel and PowerPoint to prepare charts, summaries, and other materials.
• Vendor and Financial Support: Process invoices for outside vendors, liaise with the Accounting department to reconcile payments, track reimbursements, and ensure timely and accurate financial processing.
• Communications and Information Management: Monitor and respond to incoming telephone calls, mail, and e-mail inquiries; draft and edit correspondence; and support effective, professional communication on behalf of the team.
• Scheduling and Travel Coordination: Manage complex calendars, schedule meetings, and make travel arrangements; anticipate scheduling needs and resolve conflicts to ensure efficient use of time.
• Event Support: Schedule, plan, and help facilitate on-site and off-site meetings, conferences, and presentations, including preparing agendas, tracking RSVPs, coordinating materials, and supporting logistics on the day of events.
• Recruitment and Admissions Support: Participate in recruitment of NAI programs through arranging and attending recruitment events, reading and scoring student applications, and collaborating on virtual open house events.
• Program and Alumni Engagement: Partner with Human Resources staff to strengthen links between Advocacy Institute alumni and ACLU internship opportunities nationwide; support alumni communications and outreach as needed.
• Team Operations: Provide general administrative support for the Advocacy Institute, assisting with special projects, cross-departmental coordination, and other duties as assigned.

ADDITIONAL REQUIREMENTS

• Occasional travel required.
• Flexibility to work overtime on occasions is preferred.

FUTURE ACLU'ERS WILL 

• Be committed to advancing the mission of the ACLU
• Center and embed the principles of equity, inclusion and belonging in their work by demonstrating commitment to diversity with an approach that respects and values multiple perspectives
• Be committed to work collaboratively and respectfully toward resolving obstacles and conflicts

WHAT YOU'LL BRING

• A proactive, collaborative, and adaptable mindset with a commitment to teamwork
• Excellent time management skills and ability to work in a fast-paced environment
• Proficiency with the Microsoft Office Suite, including Excel and PowerPoint
• Proficiency with, or able to quickly become proficient with, a range of general and specialized applications and software used in the organization
• Strong verbal and written communication skills
• Ability to handle confidential and sensitive information in a professional manner
• Ability to take initiative and work independently as well as within a team
• Willingness to manage administrative duties in an organized and thoughtful manner

PREFERRED QUALIFICATIONS:

• Experience in an administrative, program support, or nonprofit environment strongly preferred.
• Experience in education and/or youth organizing is strongly preferred.
• Qualified alumni of the National Advocacy Institute are strongly encouraged to apply.

COMPENSATION

WHY THE ACLU

For over 100 years, the ACLU has worked to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States. Whether it’s ending mass incarceration, achieving full equality for the LGBTQ+ community, establishing new privacy protections for our digital age, or preserving the right to vote or the right to have an abortion, the ACLU takes up the toughest civil liberties cases and issues to defend all people.

We know that great people make a great organization. We value our people and know that what we offer is essential not just their work, but to their overall well-being. 

At the ACLU, we offer a broad range of benefits, which include:

• Time away to focus on the things that matter with a generous paid time-off policy
• Focus on your well-being with comprehensive healthcare benefits (including medical, dental and vision coverage, parental leave, gender affirming care & fertility treatment)
• Plan for your retirement with 401k plan and employer match
• We support employee growth and development through annual professional development funds, internal professional development programs and workshops

OUR COMMITMENT TO ACCESSIBILITY, EQUITY, DIVERSITY & INCLUSION

Accessibility, equity, diversity and inclusion are core values of the ACLU and central to our work to advance liberty, equality, and justice for all. For us diversity, equity, accessibility, and inclusion are not just check-the-box activities, but a chance for us to make long-term meaningful change.  We are a community committed to learning and growth, humility and grace, transparency and accountability. We believe in a collective responsibility to create a culture of belonging for all people within our organization – one that respects and embraces difference; treats everyone equitably; and empowers our colleagues to do the best work possible. We are as committed to anti-oppression, anti-ableism, and anti-racism internally as we are externally. Because whether we’re in the courts or in the office, we believe ‘We the People’ means all of us.

With this commitment in mind, we strongly encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law.    

The ACLU is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please email [email protected]. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.

The Department of Education has determined that employment in this position at the ACLU does not qualify for the Public Service Loan Forgiveness Program.