Operations Support Coordinator

2 weeks ago

Washington, Washington, D.C., United States States United Democracy Center Full time
Position Overview

Salary: $57,000

The States United Democracy Center, a nonpartisan entity dedicated to the essential function of states in safeguarding electoral integrity, is seeking an Operations Support Coordinator to assist the Operations Department.

About the Organization:

The States United Democracy Center is committed to promoting transparent, equitable, and secure electoral processes. We facilitate connections among state and local officials, law enforcement leaders, and pro-democracy advocates across the nation, equipping them with the necessary resources and expertise to uphold democratic values. Our efforts are guided by a bipartisan Advisory Board comprising former state and federal officials, subject matter experts, and law enforcement leaders from both major political parties, all devoted to preserving the people's will and the rule of law.

Role Summary:

The Operations Support Coordinator will primarily assist the Chief Operating Officer while also providing additional support to other members of the Operations team and the broader organization as required. This role is vital in delivering comprehensive assistance to the Operations team, focusing on key areas such as financial management, contract administration, IT services, Human Resources support, compliance, and staff development. The Coordinator will facilitate scheduling, prepare meeting agendas, support events, and conduct research. Additionally, this position will act as the main liaison for external consultants regarding IT and cybersecurity support, while also offering basic IT and website assistance to the States United team. The Operations Support Coordinator will be responsible for ensuring effective management of the DC office.

Key Responsibilities:

  • Deliver a full spectrum of administrative assistance to the COO, including organizing file systems, scheduling appointments, and managing Outlook calendars.
  • Prepare background documents, agendas, and memoranda for all COO-related meetings and activities.
  • Document meeting notes and assist the COO with follow-up items.
  • Monitor and manage contracts and related documents; aid the COO in drafting and modifying contracts.
  • Support the Operations team in tracking contracts and managing budget-related processes and documentation.
  • Assist the HR team with recruitment and other related tasks.
  • Maintain and update the organization's document filing systems, including data entry and oversight of SharePoint and Microsoft systems.
  • Create and utilize spreadsheets, graphics, and database software applications.
  • Collaborate with the COO and others to coordinate all organizational events and activities, whether in-person or virtual; this includes serving as the primary coordinator for staff retreats.
  • Manage travel itineraries, ensuring that travel arrangements, security protocols, and administrative tasks are executed properly; coordinate all necessary documentation.
  • Act as the liaison with IT and cybersecurity consultants.
  • Conduct basic updates and maintenance on the organization's website.
  • Serve as the manager of the DC office, liaising with building management on office-related issues, ensuring proper access control, ordering and maintaining supplies, and being present for meetings and events.
  • Format, proofread, and verify research, reports, and other materials for accuracy.
  • Exercise sound judgment in prioritizing tasks and handling confidential information.
  • Effectively manage multiple, competing, and dynamic demands with a focus on efficiency, attention to detail, and execution.
  • Oversee organizational mail, including all incoming and outgoing correspondence such as supplies and gifts.
  • Occasionally visit the bank and office as needed for organizational purposes.

Minimum Qualifications:

  • A Bachelor's degree is required.
  • Proficiency in Microsoft Office Suite, particularly Excel.
  • Familiarity with basic website design and the ability to perform back-end updates.
  • Demonstrated ability to exercise discretion and sound judgment when handling confidential or sensitive information.
  • Strong critical thinking, problem-solving, research, and decision-making abilities, along with exceptional attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to work collaboratively and adaptively in a fast-paced environment.
  • Exhibit a positive demeanor and a genuine concern for people and community, along with self-confidence, common sense, effective listening skills, and a collaborative spirit.
  • Availability for some evening and weekend work as required.
  • Willingness to work regularly in the DC office.

Preferred Qualifications:

  • At least one year of experience in an assistant or support role.
  • Experience supporting senior executives is preferred.
  • Background in issues related to electoral integrity, voting rights, and/or democracy advocacy is preferred.

We encourage individuals to apply for consideration even if they do not meet all preferred qualifications.

This position is based in Washington, DC, with a hybrid work arrangement.

Compensation and Benefits:

The salary for this position is $57,000.

Benefits include comprehensive employer-paid health, vision, and dental insurance; matching retirement contributions; and generous paid time off.

The States United Democracy Center is an equal opportunity employer, and all qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law. We strongly encourage applications from women, people of color, LGBTQ+ individuals, people with disabilities, and veterans.

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