Operations Coordinator

PRIMARY RESPONSIBILITY

The Operations Coordinator is responsible for all aspects of operations at California Humanities, including bookkeeping, facility management, technology support, systems management, and office administration.

ACCOUNTING

• Process vendor bills and ensure proper coding of expenses per instructions provided, using Quickbooks and Bill.com.
• Track payments made to independent contractors.
• Record all grants/contracts to be paid.
• Manage W-9s and other documents for all new vendors; file W-9s for independent contractors.
• Coordinate grant payments with accountant and Grants Manager.
• Keep track of every financial transaction, including invoices and records of payment, for financial management and audit purposes.
• Work with California Humanities accountants on financial procedures and the annual audit, as necessary

   FACILITIES MANAGEMENT, TECHNOLOGY SUPPORT AND SYSTEMS MANAGEMENT

• Manage all aspects of California Humanities facilities and troubleshoot any issues that arise; monitor leases for office with CEO.
• Manage and oversee the development and implementation of appropriate technological strategies for California Humanities within available resources. 
• Work with contracted IT support firm to ensure that California Humanities has up to date and functioning computer and IT services, coordinate support requests with staff. 
• Develop and maintain emergency plan for Oakland office, and train staff on implementation annually.
• Maintain office equipment and phone systems in the Oakland office and for remote employees as required.
• Provide technical assistance and support to staff with regard to computer and phone systems, as well as all office equipment.
• Manage all operational systems used by California Humanities (email, calendar, server, conference call vendor, file sharing, etc.); work with appropriate staff to research and select all new requested systems; continually reevaluate current systems to ensure California Humanities is utilizing the best systems and receiving the best pricing available.
• Serve as liaison between California Humanities and any consultants/vendors who provide operational services and support.
• Maintain record of any fixed assets purchased (computers, furniture, etc.).
• Ensure that all offices remain at operational capacity with regard to technology, equipment, and facilities, including the appearance of offices; responsible for construction and placement of any new office furniture; responsible for storage areas (both on- and off-site), as well as upkeep and cleanliness of all storage areas.
• Attend Board meetings and prepare reports for board members as requested by the CEO.
• Work with appropriate staff to provide technology implementation and oversight for the production of events and programs, as needed

​GENERAL AND OPERATIONS AND ADMINISTRATIVE SUPPORT

• Primary responsibility for handling California Humanities’ mail and registering incoming checks as part of the organization’s accounting function.
• Primary responsibility for ordering and reorganizing office supplies and print materials (letterhead, business cards, collateral), and ensuring the office remains at operational capacity with regards to supplies.
• Manage and update office calendar to keep all staff abreast of California Humanities’ activities.
• Collect and file monthly advocacy timesheets from all staff, forward these timesheets quarterly to accounting.
• Oversee California Humanities staff retreats, celebrations and other social gatherings.
• Provide general office oversight and first point of contact for general phone and email inquiries.

Qualifications:

• Minimum of 4-5 years of experience in an office, preferably in a non-profit environment.
• Experience with technology systems and facilities management.
• Experience with Quickbooks, Bill.com, and Microsoft Office 365.
• Ability to juggle multiple tasks, be responsive to staff requests, and understand how to prioritize competing needs.