Operations Coordinator

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Oversee logistical support for events, conferences, and external meetings, which includes two annual conferences and one staff retreat.

• Assist with compliance and reporting related to grants.

• Manage the complete payroll process, which entails processing payroll through a professional employment organization (PEO), allocating corresponding cost-sharing, and retaining all necessary documentation.

• Aid the Senior Director of Operations in the month-end closing process by calculating cost-sharing allocations for PN, PNE, and all FSPs. These calculations encompass: staff hours, programmatic and operational costs, and credit card expenditures.

• Handle accounts payable and receivable using Bill.com, with assistance from the Bookkeeper.

• Oversee all travel and accommodation bookings for staff members.

• Manage and administer the organization’s credit cards, including monthly reconciliation and organizing receipt files.

• Maintain organizational files and records and coordinate necessary organizational meetings.

• Ensure contract management for all organizational vendors, leases, and regranting, which includes annual 1099 filings.

• Conduct general human resource functions, which include job postings, employee file management, timesheet administration and collection, onboarding/offboarding of all staff on ProgressNow payroll, updates to the employee handbook and addendum as needed, communication regarding staff wellness, and tracking professional development for all National staff.

• Keep the compliance calendar updated, including registrations, renewals, and filing deadlines.

• Perform additional responsibilities as assigned.

⛳️ Requirements

• Fundamental knowledge of 501(c)(3) and 501(c)(4) compliance, along with 2-3 years of experience in nonprofit operations.

• Proficient in Quickbooks, other accounting software, and generally accepted accounting principles.

• Availability to work in the Eastern or Central time zones – preference for candidates in the Charlottesville, VA area, though it is not mandatory.

• Capacity to uphold a high level of confidentiality.

• Strong attention to detail.

• A sense of curiosity and eagerness to learn.

• Exceptional verbal and written communication skills.

• Outstanding organizational and time management abilities.

• Strong interpersonal skills and the ability to collaborate effectively within a team environment.

• Experience succeeding in a similar role in a fully remote setting.

• Commitment to racial equity, diversity, and social justice.

🏝️ Benefits

• Unlimited vacation policy, with a requirement for each staff member to take a minimum of 2 weeks off each year.

• Eight paid holidays along with an annual office closure between Christmas and New Year’s Day.

• Employer-covered health, vision, and dental insurance.

• A 401K plan with a 3% employer match.

• Annual stipend for professional development.