Operations Coordinator

Role Overview

• Assist with logistical support for staff meetings and retreats, and organizational special events, be they virtual, in-person, or a hybrid of the two. This includes venue bookings, food orders, travel arrangements, day-of set up and clean-up as needed
• Collect quotes from vendors and present recommendations for CIPC events, regional convenings, fundraisers in Sacramento and Central Valley
• In collaboration with the Operations team, coordinate staff travel, including accommodations and flights
• Help the Operations Manager to track and update event budgets, and support expense tracking and bill submissions
• Maintain office equipment and furnishings, ensuring a generally clean and welcoming space for the Fresno and Sacramento offices
• Interface with property managers and security personnel for the Fresno and Sacramento offices
• Safety, earthquake, and fire monitor for the office. Work with Fresno and Sacramento building management to stay updated on available safety trainings for staff.
• Handle office inventory and ordering of office and kitchen supplies for the Fresno and Sacramento offices
• Preparing workspace for incoming Fresno and Sacramento staff
• Assist staff with parking needs by managing relationships with parking vendor and other service providers
• Manage and distribute incoming and outgoing mail and packages
• Maintain a clean and organized workspace; ensure the Fresno and Sacramento offices operate in a safe, organized, and efficient manner
• Implement office policies and procedures, and update policies as needed with the approval of the Executive Team
• Assist the HR and Operations Manager in ensuring that CIPC abides by all OSHA requirements
• Track and maintain office tech inventory
• Work with external IT support to resolve computer and network problems, manage organizational phone system, staff email accounts, photocopier requests, and updates
• Process professional development requests
• Support organizational culture and wellness initiatives
• Represent the CIPC at organizational functions and events
• Co-build a healthy team culture and work environment at CIPC
• Support fundraising efforts led by the development team, including tracking, communication, and follow up with donors, sponsors, and organizational members in support of CIPC’s fundraising; Support Executive and development teams tracking deliverables and programmatic activities supported by grants and other giving.
• Other responsibilities as assigned.

Requirements

• Minimum of two years of experience in administrative, operations or finance work in a nonprofit organization required;
• Experience maintaining effective working relationships across departments;
• Strong verbal and written communication skills;
• Proficiency in various computer programs and online platforms (Gmail, Google Drive, Dropbox, Slack, etc.);
• Strong organizational skills and ability to thrive in a fast-paced setting while maintaining precise attention to priorities, formats, procedures, details and quality;
• Strong ethical sense to handle highly confidential HR, finance and development information is required;
• Excellent critical thinking and problem-solving skills, and superior attention to detail.
• Occasional night/weekend hours and overnight travel within the state are required. Advance notice will be given;
• Ability to lift 20-30 pounds, sit and stand for extended periods is required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.) and Google Drive (Docs, Sheets, Presentations, etc.);
• Proficiency in non-English languages spoken by Latinx, Asian, Pacific Islander, African, Caribbean, and Middle Eastern communities is a plus.

Benefits

• Paid medical, dental, vision, and life insurance (100% of employee premium; 75% for dependents)
• 3% employer contribution to 401(k) retirement plan
• Commuter benefit or paid parking access
• Monthly reimbursement for cell phone and internet usage
• $1,500 annual professional development allowance
• 4-week paid sabbatical after 7 years of service
• Generous paid time off policy
• Up to 26 paid holidays annually (including summer and winter collective breaks)
• Vacation accrual: Year 1: 10 days After Year 1: 15 days After Year 4: 20 days
• 6 personal days per year