Job Summary
The Operations Coordinator works closely with the Co-Executive Directors to support the smooth and efficient day-to-day operations of Young & Healthy. This role is integral to ensuring organizational effectiveness and includes a wide range of responsibilities across multiple functions. Key duties involve managing administrative processes, supporting human resources activities such as onboarding and maintaining personnel records, assisting with financial tasks including expense tracking and invoice processing, and overseeing general office services to ensure a well-functioning work environment. Additionally, the Operations Coordinator is responsible for coordinating facilities management, including vendor relations, supplies procurement, and maintaining a safe and organized workspace. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism and discretion.
I. Organizational Operations
a. Supports the Co-Executive Directors in ensuring smooth and efficient daily operations across the organization.
b. Contributes to the management and oversight of office operations, policy development, and implementation.
c. Oversee the maintenance of office space, equipment, technology, inventory, and supplies to ensure a functional and professional work environment.
d. Acts as the primary liaison with the IT consultant to maintain open communication, ensure system functionality, and resolve technical issues promptly.
e. Manages the organization’s master calendar, internal filing systems, and routine correspondence to support operational efficiency.
f. Maintains and monitors compliance with all required permits, licenses, state and federal nonprofit registrations, and organizational policies.
g. Oversee the organizational manual to ensure accounting and personnel policies and procedures are current and properly implemented.
II. Financial Oversight
a. Serve as the secondary liaison between Young & Healthy and financial institutions, auditors, accountants, and vendors.
b. Distributes monthly financial reports, reconciles credit card charges and initiates Bill/Divvy transactions. Coordinates with the accountant to ensure accurate financial records.
c. Manages routine financial operations such as weekly deposits, remote deposit capture, accounts payable support, and tracking the organization’s supply budget.
III. Human Resources
Coordinates the following human resource functions:
a. Supports the management and maintenance of the employee policies and procedures handbook.
b. Oversee employee recruitment and onboarding with Young & Healthy staff as appropriate.
c. In collaboration with the Co-Executive Directors, helps in the development and implementation of policies and procedures.
d. Assists in ensuring organizational practices follow California law
e. May assist in the offboarding process
f. May coordinate insurance benefits for new hires and expedite individual insurance policy changes requested by employees
IV. Professional Development
Continuously maintain and update a knowledge base of relevant skills and best practices pertaining to the fiscal, human resources, and operations responsibilities of the position.
Qualifications: The qualifications described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made upon request to enable individuals with disabilities to perform the essential functions of this position.
1. Education / Experience
a. B.A. or B.S. preferred; an equivalent combination of education and experience will be accepted.
b. A minimum of 3 years of employment with a non-profit agency.
2. Special knowledge, skills, abilities, or experience desired
a. Understanding of financial reporting, budgeting, forecasting, and compliance.
b. Experience using Excel, QuickBooks or other bookkeeping software, and Microsoft Office Suite.
c. Strong written and oral communication skills
d. Ability to fluently read, write, and speak English and Spanish
3. Desired Traits
a. Commitment to maintaining the highest ethical standards
b. Strategic thinking and visioning
c. Leadership and team management
d. Relationship builder
e. Adaptability and ability to effectively manage change
f. Problem-solving and decision-making
g. Emotional intelligence and empathy
h. Innovative spirit and commitment to continuous improvement
i. Ability to work with diverse populations
j. Strong and positive interpersonal skills, excellent customer service skills
4. Physical Requirements
a. Must be able to speak and hear
b. Must be able to lift 20 pounds
c. Must have sufficient stamina to work long hours, sit or stand for long periods, and concentrate for long periods of time
d. Evening and weekend work may be required
Pay: $23.00 - $25.00 per hour
Expected hours: 32.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
