Hispanics in Philanthropy (HIP) is a transnational network of grantmakers committed to strengthening Latino communities across the Americas. HIP connects and convenes funders, nonprofits, researchers, and other leaders to identify emerging needs among Latinos as well as best practices for responsive and effective funding of social change. HIP pioneers new philanthropic models by leading collaborative initiatives and has provided grants and training to help build the capacity of more than 600 organizations and leaders.
The Operations Coordinator, based in HIP’s Oakland office, is a short term position of approximately 2-3 months, covering family leave for a full-time staff member.
They will be responsible for supporting the office’s operations and organizational needs, managing assigned administrative tasks for the Programs team, and supporting planning of local and regional events. The Operations Coordinator will work closely with all staff including Programs, Finance, Development, Communications, and Membership teams based in the U.S. and Mexico.
We seek a self-driven candidate who can implement effective systems for coordination of programs activities; perform important administrative tasks, including logistics and scheduling; take a big-picture approach to solving problems as they come up; and apply sound judgment to make informed decisions that advance various projects.
(35% est. allocated time)
- Assist Programs staff with correspondence, meeting scheduling, and meeting technology
- Participate in coordination, implementation, and follow through for donor and/or grantee partner events. Duties may include registration and logistics, payment management, editing, and helping manage vendors
- Support tracking of Programs budgets, including supporting management of contracts with consultants, processing invoices, managing allocation of funds, and reconciling monthly financial statements.
- Support Membership Director with tasks as needed to coordinate and organize membership response, including tracking membership lists, researching new potential members, sending and updating member lists in Salesforce, and related tasks
- Contribute to internal and external communications activities as needed, including editing, list management, and use of communications software
- Run tracking and other analytical reports as needed
Finance & Fundraising Support
(30% est. allocated time)
- Support Development, Membership, and Finance Teams on specific tasks including but not limited to ensuring that donor and member records are tracked and filed accurately in Salesforce and Google Drive
- Process and coordinate payments and checks received, including recording and tracking incoming grants, memberships, and donations
- Help liaise between Programs and Finance staff to ensure proper tracking of staff expense reports
- Ensure that donors are thanked and acknowledged promptly upon receiving grant payments or donations
- Support research for Development team as needed
Operations & Administration
(15% est. allocated time )
- Support Programs and other staff (as appropriate) with operations and administrative tasks, including but not limited to expense reports and receipt processing, emails, scheduling internal and external meetings, and other requested tasks
- Support use of and troubleshoot in software such as MailChimp, Canva, Asana, Slack, Zoom, and website and Salesforce, particularly in response to events, webinars, and outreach to partners
- Help maintain data tracking and evaluation systems to provide reports and other data analysis
(15% est. allocated time)
- Serve as the first point of contact for guests and office management, including greeting guests, answering the phone lines, receiving mail and packages, ordering supplies (as directed by Senior Staff), and manage upkeep of office environment (plants, cleaning, office announcements,etc.)
- Participate in and support meetings and events, including those with remote staff and on occasion outside the Bay Area as needed
- Ensure continuity of office culture, including acknowledging anniversaries, birthdays, and other announcements and celebrations for the organization
- Work with administrative staff to support effective operations of a transnational organization with staff in Oakland and working remotely across the country
- Other duties as assigned
Local & Regional Event Planning
(5% est. allocated time)
- Spearhead all logistics efforts for local and regional events, including speaker outreach, marketing, registration, refreshments, interactions with venue, day-of coordination, and follow up
- Assist in tracking and following up with event sponsors to gather key information and process payment
- Manage event vendors, including research and selection, contract management, task management and contract payments
- Manage and track event budgets, timelines, and targets for local and regional events
Qualifications and Skills:
- 2-3+ years of experience in project coordination experience, with success managing multiple projects at the same time
- Strong organizational skills, detail oriented, and the ability to consistently meet deadlines
- Self-starter with high professional and ethical standards and a good sense of humor
- Ability to manage high-pressure situations and respond to the unexpected
- Accuracy and clarity in all writing, research, and editing tasks
- Excellent communication skills to keep busy team members and supervisor apprised of project status and challenges as they arise
- Familiarity with Google Suite and Salesforce preferred
- Prior grant writing experience a plus
- Prior experience processing corporate and foundation sponsorships a plus
- Bachelor’s degree or equivalent experience preferred
- Bilingual English/Spanish preferred, but not essential
- Experience and high comfort level in multicultural or international environments (including the Americas) a plus
Physical Demands and Work Environment:
This position requires 5+ hours per day sitting, meeting, computer keying. Most work is completed in an office setting, and ability to travel to meetings, trainings, networking events is required.
Salary will be commensurate with experience.
Temporary employees are not eligible to participate in healthcare benefits. However, sick time, paid holidays, and worker’s compensation coverage are available to all employees.
Hispanics in Philanthropy is an Equal Opportunity Employer.
How to Apply:
Please email the following materials to [email protected]. Include your name and the title for this position (“Your name – Temporary Operations Coordinator”) in the subject line of your email.
- Thoughtful cover letter explaining why you’re the right fit for this role and organization, including your available start date
- 3 supervisor references available upon request during the application process
Applications will be reviewed on a rolling basis, with applications encouraged by January 31, 2020. Please note that due to a high volume of applicants, HIP will only contact candidates selected for an interview. Candidates whose applications do not complete the aforementioned requirements will not be consi