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Operations Coordinator (Washington, DC)

Overview:

Founded in 2000, The Democracy Collaborative (TDC) is a research and development lab for the democratic economy. We work across the spectrum from theory to action, identifying and focusing on key points of leverage and scalable impact, building actionable models and pathways that can unlock a new sense of hope and possibility.

Department Overview:

The Democracy Collaborative’s operations division is a heart-centered, back-office department that supports the mission of The Democracy Collaborative by serving the administrative finance, human resources, systems building, and information technology needs of the organization and its program personnel.

Position Overview:

The Operations Coordinator serves as a conduit to TDC’s Cleveland-based operations division, helping to coordinate functions related to the organization’s administrative, human and financial resources. 

Supporting the Director of Human Resources, the Operations Coordinator will be responsible for assisting in the implementation, coordination, and/or administration of Human Resources initiatives including recruiting, training, development, and personnel management.  They will work with the Director of Human Resources to help develop, implement, and maintain human resources policies, procedures and forms; assist with support of department managers and employees regarding personnel issues and administration of collective bargaining agreement, and personnel record maintenance in accordance with organizational and regulatory requirements. And other aspects of administration as needed.

The Operations Coordinator will also support the information technology and financial management systems of the organization, including collecting, analyzing, and reporting financial information and administering multiple software platforms and applications. They will also provide light administrative support and facilitation required for the D.C. Office.

The Office Administrator must be highly adept at functions and comfortable and confident working in a support role, sometimes on tight deadlines. They will be comfortable working with a variety of personality types, flexible schedules, multiple different office environments, unionized workforce, and diverse audiences/clients/communities. Although many staff work remotely, this position must be present in our Washington, D.C. offices on a full-time basis (5 days a week, regular office hours).

Job Duties:

 

Human Resources Support

  • Assisting with hiring, personnel onboarding and offboarding, orientations, and training (such as preparation of offer letters, conducting of exit interviews etc.)
  • Assisting with administration of sensitive personnel data including benefits enrollment, tax forms, and employment records, leave requests, and reasonable accommodation requests
  • Assisting with employee relation issues including performance management, administration of our collective bargaining contract, and investigations of employee issues based on policy
  • Communicating changes to employees regarding personnel policies and ensuring compliance.
  • Managing employee communications channels such as bulletin boards, email, announcements, etc.
  • Facilitating employee recognition programs
  • Reviewing and making recommendations to upper leadership for improvement of organization’s policies, procedures, and practices on personnel matters
  • Designing personnel management tools such as forms and communications systems
  • Participating on committees and special projects, as needed
  • Helping to ensure compliance with relevant regulatory entities and standards
  • Maintaining safety logs and incident reports

 

Financial Management Support

  • Collecting and reporting financial data as requested by the CFO
  • Assisting with the dissemination of financial information as requested by the CFO
  • Analyzing financial data for special projects, as requested by the CFO or Controller
  • Maintaining inventories of computers and other depreciable assets
  • Administering office purchases and company credit card
  • Overseeing the DC office expense budget
  • Supporting the implementation of open book management and other participatory management practices, as needed

 

Information Technology Support

  • Administering employee time tracking, expense reporting, and benefits software platforms
  • Managing the main scan account for the office printer
  • Administering organization-wide email accounts
  • Administering office conferencing system (Zoom) and Ring Central telephone account voice mail
  • Liaising with the office IT contractors

 

Office Administration Support

  • Providing logistical support for routine staff, program/division, and management meetings, retreats, and trainings as well as local or visiting executive meetings including scheduling, production of materials, ordering catering, or other requirements.
  • Other duties as assigned

 

Supervision

This position will report to the Directors of Human Resources and Communications.

Desired Qualifications

Candidates should be able to demonstrate success in the following job competencies:

Required:

  • Strong written and verbal communication skills
  • Strong organizational skills with the ability to manage multiple, competing priorities while delivering work of high quality, great efficiency, and timeliness
  • Exceptional attention to detail, especially with regards to dates, times, and schedules
  • A basic knowledge of computers, computer networks, software, and IT troubleshooting
  • Software, information, and technology proficiency including Word, Excel, PowerPoint, Google Apps, and basic project management applications.  Spreadsheet proficiency is a must.
  • Some knowledge of Federal, State/District and Local laws regarding human resources
  • A basic knowledge of accounting and budget management
  • Mature interpersonal skills and strong executive presence
  • Problem solving and decision-making skills
  • A demonstrated ability to work both individually and on high-functioning teams and move seamlessly between leading and following, including respectful collaboration and communication with lateral teammates as well as leadership
  • Personal qualities of integrity, credibility and organization
  • Proactive ability to support a broad range of initiatives and tasks

Preferred:

  • A working knowledge of Client Relationship Management (CRM) systems such as Salesforce
  • A working knowledge of Quickbooks accounting software
  • Familiarity with Human Resource Management and Information Systems
  • Analytical skills including basic financial modeling and research capabilities
  • Experience and interest in event planning and logistics
  • Some familiarity with transformative community economic development
  • 2+ years in human resources or organizational financial management is required
  • Experience in mission-driven nonprofit or social enterprise preferred
  • Associates Degree or equivalent is required.
  • Bachelor of Arts in business administration, HR management, accounting, organizational development, or similar is preferred.  

Work Experience:

  • 2+ years in human resources or organizational financial management is required
  • Experience in mission-driven nonprofit or social enterprise preferred

Education:

  • Associates Degree or equivalent is required.
  • Bachelor of Arts in business administration, HR management, accounting, organizational development, or similar is preferred.  

Working Conditions

Physical Work Demands

  • Able to sit and work at a computer keyboard for extended periods of time
  • Able to lift, stoop, kneel, bend at the waist and reach daily
  • Able to perform general office administrative activities: copying, filing, delivering paperwork, and using the telephone
  • Able to travel occasionally

Mental Work Demands

  • Regular, in-person, and on-time attendance
  • Hours occasionally exceed 40 hours per week
  • Works well with others
  • Self-motivated

Compensation

Starting salary is $53,800 to $60,000 depending on work and academic experience and qualifications. Job includes a generous benefits package including health care, three weeks of paid vacation per year, and an employer contribution to a 403b retirement plan.

Classification

This position is classified as a confidential, non-union eligible position.

Equal Opportunity

The Democracy Collaborative Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We are committed to a diverse and inclusive workplace.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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