Operations Manager

Organizational Background: The International Funders for Indigenous Peoples (IFIP) is the only global network dedicated to promoting Indigenous solutions and partnerships among Indigenous Peoples and funders around the globe. IFIP influences funders to practice a new paradigm of giving based on Indigenous values “The Four R’s of Indigenous Philanthropy” —Respect, Reciprocity, Responsibility and Relationships. IFIP’s objective is to transform, increase, and ensure equitable funding to Indigenous-led organizations and to issues of importance to Indigenous Peoples.

Position Overview: IFIP seeks a mission-driven, motivated and proactive individual to join IFIP’s growing team as Operations Manager.  The Operations Manager will contribute to the operational effectiveness of the organization by supporting administrative operations across the organization.  Reporting to the Executive Director, this position will focus on administration and facilities, bookkeeping, program operations, and high-level administrative support . This position must exercise flexibility, effective time management, and maintain the utmost confidentiality in dealing with organizational records.  This position offers an opportunity to be part of a global team that works with a range of stakeholders in the philanthropic sector, including Indigenous organizations and Indigenous partners. Understanding of, and respect for, Indigenous Peoples communities is essential for the position. The IFIP team works remotely and in-person out of our Sacramento office. Our board, members, and partners are based across the globe in different time zones requiring flexible work schedule. 

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

Operational Effectiveness 
•    Assess, implement, and manage the technology IFIP uses as a global and multilingual philanthropy network. This includes tools for team coordination and communication, online and in person presentation, planning and project management, and other communication technology.
•    Oversee maintenance of computer equipment, support troubleshooting and work with Information Technology and CRM vendors to resolve issues.
•    Serve as the lead staff to maintain the CRM including data management and liaise with CRM vendor for improvements and staff training. 
•    Provide data management support for digital filing systems, computer systems, correspondence, office supplies, and for all telecommunications and voice systems. 
•    Serve as liaison to building property management and communicate with management regarding facilities issues.
•    Manage operational running of the organization such as monitoring inventory, ordering supplies and equipment, standardizing operational procedures, systems, and forms.
•    Manage vendor relationships including the preparation, analysis, negotiation, and review of contracts related to purchase, lease, or license use of equipment and cloud applications and systems.
•    Coordinate and maintain organization-wide calendar.

Bookkeeping
•    Coordinate with contract Director of Finance to ensure accurate and timely bookkeeping.
•    Reconcile limited transactions in cloud-based general ledger accounting system.
•    Responsible for processing and coding of payment requests, managing invoices and receipts, coding credit card statements, preparing travel expense reports, and other bookkeeping needs.
•    Process and monitor online sources of donations; enter and process membership dues and coordinate with IFIP staff on membership invoicing and records.
•    Reconcile donation transactions with accountant in coordination with relevant staff. 

Program Operations
•    Provide administrative and logistical support for in-person and virtual meetings, events, and conferences, including setting up registration, preparing and printing materials, sourcing event supplies, coordinating with vendors, and monitoring event registration. 
•    Coordinate individual and group travel plans for staff, board, and others in a timely, professional, and cost-effective manner. Engage and liaise with travel agency to prepare itineraries and distribute travel arrangements and schedules. Educate employees and enforce company travel policies. 

Other administrative support
•    Assist Executive Director with coordinating Board meetings and calendar management. Take minutes for Board of Directors meetings and Board committee meetings as requested.
•    Support the administrative components of recruitment process for new hires and employee on/off boarding. Work closely with HR and IT to make sure new hires have workspaces, equipment, supplies needed, and return IFIP’s property when applicable. 
•    Performs special projects and other operations duties as assigned.

Required Qualifications:
•    Self-motivated and able to work independently and also as part of a team with ability to problem solve and troubleshoot for solutions.
•    Ability to manage multiple projects simultaneously, and monitor progress towards goals with attention to detail and on-time delivery of high-quality products.
•    Skillful administrative and remote office methods, people centered design, procedures development, and operating policies.
•    Knowledge of cloud information storage and retrieval systems, constituent record management (CRM) databases and project management tools. 
•    Strong technical proficiency with remote meeting software such as Zoom and cloud software such as Office 365 and Google Suite, and other specialized functions in project management cloud tools.
•    Excellent interpersonal communication skills in written and oral, forms. 
•    Bilingual in English and Spanish required. 
•    Limited domestic and international travel required. To enable international travel, proof of Covid 19 vaccination is required. 

Education and/or Experience:  
•    Associates Degree or higher level of education preferred in non-profit management, business administration and/or a related field or equivalent.  
•    Three years of proven experience in providing operations and administrative support, with CRMs, bookkeeping, and digital document and data management. 
•    Prior experience in philanthropy or non-profit is preferred, but more important is enthusiasm for contributing to IFIP’s mission and global network by ensuring its operational effectiveness.
•    Familiarity in planning, coordinating, and executing events and meetings. 
•    Ability to work flexible hours.

Availability: 
•    Full-time exempt position

Rate of Pay: DOE. IFIP offers a competitive non-profit salary an excellent benefits package, medical, vision, and dental for employee, and contributes up to 5% of annual salary to retirement. Paid time off includes eleven paid holidays, ten days paid vacation in the first year of work, ten days of sick time per year and other benefits.

To Apply: Please submit a single PDF file a resume and one-page cover letter (required) addressing interest on the mission, accomplishments and relevant experience, and qualities you will bring to this position. 

http://hrtogo.agilehr.com/CareerPortal/JobDetail.aspx?RequisitionId=29268&SourceId=1309

International Funders for Indigenous Peoples is an equal opportunity employer. IFIP is a 501(c)(3) committed to embracing a diverse, multicultural work environment and seeks diversity with respect to race, ethnicity, gender, age, sexual orientation, religious creed, and physical abilities.