Operations Manager: Philadelphia VIP

Posted November 2nd, 2018 at 11:22 am.

Philadelphia VIP, the hub of pro bono in Philadelphia, recruits, trains, and supports volunteer attorneys who provide free legal services to low-income clients. 

POSITION SUMMARY: Reporting to the Executive Director, the Operations Manager develops, implements, and strengthens core agency infrastructure to help VIP fulfill its mission – leveraging the powerful resources of the community to provide quality volunteer legal services and ensure access to justice for low-income Philadelphians. The Operations Manager has primary responsibility for human resources, accounts payable, and facilities, and shared responsibility for technology.  The position is full-time and exempt, with generous employee benefits and an outstanding team atmosphere.  VIP values a diverse work environment and strongly encourages people of color, people who identify as LGBTQ, and people with disabilities to apply.


  • Passion for access to justice for underserved communities and commitment to VIP’s volunteer-based service model
  • Bachelor’s Degree or commensurate experience required
  • Minimum 5-years professional experience required
  • Experience and/or training in human resources, office management, and/or finance strongly preferred
  • Exceptionally close attention to detail and strong organizational skills
  • Demonstrated ability to manage multiple, simultaneous projects and deadlines
  • Excellent written and oral communication skills
  • Strong analytical and technological skills, including facility with Microsoft Office Suite, databases, and accounting software
  • Demonstrated ability to design, implement, and refine administrative processes and systems
  • Demonstrated capacity to receive and act on feedback; able to play both leadership and team member roles
  • Collaborative approach to work and able to build effective working relationships with people from diverse backgrounds


1.     Human Resources and Benefits Administration:

  • Leads recruitment and hiring efforts to ensure a robust and diverse candidate pool; accepts applications and coordinates interviewing process; leads new hire on-boarding.
  • Monitors and evaluates benefit offerings; manages staff enrollment and administration; documents requests for paid time off.
  • Leads the implementation and periodic refinement of VIP’s personnel-related policies, procedures, and practices, including staff recruitment, orientation, documentation, training/development, payroll, benefits, and exits.
  • Communicates changes in personnel policies and procedures and ensures proper compliance.
  • Manages VIP’s performance development and professional development processes, including tracking timelines and performance benchmarks.

2.     Finance and Business Services:

  • Works closely with Philadelphia Bar Association Finance Department to ensure timely and accurate processing of all accounts receivable, payroll, and employee benefits matters.
  • Represents VIP in contract negotiation and business-to-business dealings. Manages vendor relationships and ensures contract billing compliance.
  • Monitors and analyzes relevant budget areas and identifies opportunities for savings and needed investments.
  • Manages insurance and membership renewals and offerings.
  • Monitors compliance and risk management; recommends process and/or policy modifications, as needed.

3.     Facilities Management, Operations, and Technology:

  • Oversees facilities operations, including building and equipment maintenance and repair, security, and safety.
  • Coordinates VIP’s periodic space planning process, including working with tenant representative to identify needs and analyze options.
  • In conjunction with Manager of Data and Analytics:
  • coordinates VIP’s relationship with Hybros, Legal Server, and other key technology partners;
  • manages the implementation and maintenance of technology, including computers, telephones, and internet connectivity; and
  • recommends, plans, and directs new information technology, systems, and policies to advance organization objectives.

4.     Management and Leadership:

  • Supervises VIP’s Operations intern(s) and Year-Up Fellow, including by training, supervising, and evaluating all aspects of their work.
  • Sets a positive example for staff by uniting colleagues and supervisees in support of the strategic vision set by the Board of Directors and Executive Director.
  • Ensures that staff, volunteers, and clients are provided professional, courteous, and timely operational support and service.
  •  Assists with planning and implementing agency-wide programs, events, trainings and outreach efforts, as needed.
  • Tracks metrics to assess program outcomes and performance.
  • Participates in pertinent Board committees, meetings, and initiatives, as needed.
  • Attends regular meetings and performs all other duties, as assigned.


Generous benefits and leave time provided


English, with preference for Spanish-language skills




4-year degree



HOW TO APPLY: E-mail a cover letter and resume to Joe Durkin, Program Coordinator, jdurkin@phillyvip.org.  No calls, please.

WHAT TO INCLUDE IN YOUR COVER LETTER: All cover letters should include salary requirement, potential start date, and any non-English language skills.  Applicants are invited to include a statement about how the applicant’s unique background and/or experiences might contribute to the diversity, cultural vitality, and perspective of VIP’s staff team and legal practice.

Filed under: Management Level by Margie DuBrow

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