Operations Associate

ABOUT US

The Mid-Atlantic Innocence Project (MAIP) is a 501(c)(3) organization that works to prevent and correct the conviction of innocent people in the District of Columbia, Maryland, and Virginia. MAIP has one of the highest success rates in the country for exonerating those who have been wrongfully convicted, helping to secure the release or exoneration of 45 men who spent more than 889 years in prison for crimes they didn’t commit. MAIP has also helped pass 20 laws that would prevent or make it easier to correct wrongful convictions.

ABOUT THE POSITION

MAIP’s Operations Associate oversees administrative, financial, and human resources aspects of the organization and is an integral part of achieving the organization’s mission. They report to the COO. This is not a remote position. The position’s schedule is flexible and can be negotiated, but many functions will take place in our offices in downtown D.C. Most employees work from home 2-3 days a week.

ABOUT YOU

You are focused, detail-oriented, and obsessive about accuracy. You have managed bank accounts and are comfortable interacting with spreadsheets. You take initiative and can multi-task and work in a fun, exciting environment with multiple priorities. You are a motivated team player with superb organizational and communication skills. You are committed to delivering the highest quality of customer service and work product. You are passionate about the work and are enthusiastic about organization, systems, and processes.

ESSENTIAL JOB FUNCTIONS

• Oversee the general organization of the office, which includes file maintenance, ordering supplies, coordinating timesheets, opening mail, and answering and returning phone calls.
• Check phone messages and return calls from main voicemail.
• Open, sort, process, and distribute mail.
• Process, code, and deposit all incoming checks.
• Upload financials to Dropbox for bookkeeper; some are weekly and some are monthly.
• Maintain financial records and ensure that the bookkeeper prepares regular reports.
• Lead the annual audit process, including coordinating with the COO, bookkeeper, and team; compiling financial records; and tracking/uploading documents.
• Pay bills and process reimbursements in a timely fashion.
• Work with HR and the COO to develop and roll out new employee policies
• Ensure that each staff person has a current copy of the handbook.
• Provide relevant documents to new employees and maintain employee files.
• Serve as the contact person with vendors (copier, water delivery, payroll, etc.).
• Monitor bank accounts and code deposits and expenses.
• File annual registrations with Maryland, Virginia, and District of Columbia.
• Oversee employee benefits processes.
• Liaise between IT consultant and MAIP team.
• Coordinate dates and materials for MAIP board meetings.
• Attend quarterly board meetings and take minutes (meetings are typically on Wednesday evenings)
• Organize the shared board drive and board documents
• Schedule board committee meetings
• Assist with employee onboarding and offboarding.

ORGANIZATION AND TEAM RESPONSIBILITIES

• Attend and be prepared for weekly staff meetings and other team meetings.
• Promptly acknowledge and respond to requests from team members.
• Attend and participate in MAIP events and fundraising/development activities.
• Be a team player who is engaged in and passionate about our mission.
• Treat colleagues, students, and volunteers with respect, courtesy, and kindness.
• Other MAIP duties, as appropriate.

QUALIFICATIONS & EXPERIENCE

• Previous experience with operations and project management strongly preferred.
• Bachelor’s Degree or equivalent. High School graduates with significant work experience will be considered.
• Demonstrated experience working as part of a team.
• Technological savvy/demonstrated ability to learn new systems and CRM platforms.
• Understanding of Microsoft Word and Excel. Understanding of Google Docs and Sheets.
• You must be able to pass a background check since this position will handle sensitive banking information and will have check writing responsibilities.

KEY COMPETENCIES

• Ability to work independently while also being able to collaborate effectively.
• Great interpersonal and verbal communication skills.
• Honed organizational skills, problem solving, and the ability to prioritize tasks.
• Enthusiasm for social justice and the work of MAIP, including a commitment to public interest.

Salary: $51,500 per year

Benefits: Generous leave and vacation policies (plus federal holidays and the week between December 25 and January 1), and a flexible, family-friendly environment, Dental, Vision, Health and 403(b).

Please send your resume and cover letter to: jobs@exonerate.org no later than May 10, 2025. Incomplete applications will not be considered. No phone calls, please.

The Mid-Atlantic Innocence Project considers the diversity of its workforce to be vital to our organization’s success in meeting its mission. We strongly encourage applicants from all cultures, races, educational backgrounds, life experiences, socio-economic classes, sexual orientations, age, gender, and physical abilities to apply.