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The Trace Is Looking for an Operations Manager

Join our team.

The Trace seeks a talented operations manager to join our growing Brooklyn-based nonprofit newsroom.

A little about us: Our site is part of a vanguard of not-for-profit media organizations dedicated to increasing public knowledge and driving accountability on single, thorny subjects. In The Trace’s case, that means using investigative reporting, explanatory journalism, daily news and analysis, digital storytelling, and social media to shine a light on America’s gun-violence crisis. Our work aims to make a difference. It’s also part of an exciting new model for the media business. (For more on The Trace and what we do, please click here.)

A little about you: If you’re an office superhero and talented problem-solver motivated by the many responsibilities that go into making a team work better and smarter, this job is for you. You understand that the more efficiency, consistency, and professionalism you bring to our operations, the more impact our editorial team can achieve through its journalism. Your interest in the gun-violence issue, nonprofit growth, and/or media startups sets you up to mesh with the team as a whole. And your excellent verbal and written communications skills, commitment to accuracy in all efforts, and tech savvy ensures that you excel in this very important role.

Primary responsibilities:

  • Serve as office manager for The Trace’s Brooklyn newsroom
  • Identify, propose, and implement enhancements to our existing operations processes
  • Manage our spending and payments (including both editorial costs and overhead) by processing contracts, invoices, and check requests
  • Help our team more effectively manage its time, maintaining and enforcing a daily workflow schedule and master office calendar, including scheduling and coordinating meetings, appointments, and project deadlines for Trace team members
  • Anticipate and ensure timely completion of important annual corporate to-dos (covering such tasks as insurance renewals, recruiting fair sign-ups, grant deadlines, and production of our yearly impact and audience metrics report), collaborating with the managing director, other relevant colleagues, and outside vendors and consultants as appropriate
  • Assist with onboarding of new employees
  • Collaborate with the managing director on updating employee handbook
  • Support managing director with fundraising and development duties, including compiling grant applications, tracking grant spending, processing donor acknowledgements, scheduling fund-raising travel, etc.
  • Support The Trace’s editors and reporters by managing requests for public documents, producing regular reports on freelance spending, gathering audience data, etc.
  • Gently and effectively enforce teamwide compliance with processes and systems, as necessary


  • at least five years of operations and administrative experience
  • excellent written and verbal communications skills
  • the ability and desire to work proactively in a hands-on, startup environment
  • a talent for organization and efficiency
  • basic accounting skills
  • tech savvy
  • complete accuracy and professionalism
  • flexibility and versatility, when a creative solution is needed
  • the motivation to stay ahead of the professional curve and identify and recommend new operations tools and tactics as they become available
  • the humility and wisdom to readily admit knowledge gaps, then ask the right questions

Software skills required:

  • Google Docs
  • Google Sheets
  • Microsoft Office
  • Excel
  • Adobe Reader
  • Slack

Training provided by The Trace, if needed:

  • Kindful (donor management platform)
  • Trello (project management tool)

To apply:

Please send your resume, a cover letter, and a one-page memo describing in detail the most fulfilling challenge you have recently solved – and how you went about solving it – to [email protected].

Applications will be evaluated on a rolling basis, with a final deadline of September 8, 2017.

The Trace is committed to diversity and strongly encourages applications from women, people of color, people with disabilities, and LGBTQ people.