Operations & Systems Manager

This is a remote position.

Schedule: Monday - Friday 8 am-5 pm PST includes 1hr-unpaid break

Total weekly hours: 40 Hours

The Systems & Operations Coordinator builds and sustains the operational infrastructure that keeps the organization running efficiently, compliantly, and cohesively. This role bridges strategy and execution — ensuring smooth workflows, reliable systems, and consistent communication across programs, grants, and outreach initiatives.

By managing internal processes, technology integrations, compliance documentation, and executive support, this role enables leadership to focus on strategic growth, partnerships, and organizational visibility.

Position Summary

The Systems & Operations Coordinator serves as the central hub for internal operations and external coordination. Responsibilities include overseeing workflow systems, onboarding, compliance, grant tracking, and team collaboration tools.

This role also supports executive outreach — researching opportunities, coordinating events, and maintaining visibility through professional development and speaking engagements.

Responsibilities

1. Operations & Administration

• Administer onboarding, invoicing, reimbursements, and payroll.
• Manage vendor contracts and DocuSign approvals.
• Maintain compliance documentation (insurance certificates, filings, bookkeeping, tax records).
• Oversee organizational inboxes and ensure timely, professional responses to funders, partners, and community members.
• Support the Executive Director with board packet preparation, audits, and annual filings.
• Maintain organized records of partners, vendors, and volunteers.

2. Systems & Workflow Oversight

• Lead technology integration through tools such as Google Workspace, Airtable, and Zapier.
• Manage and update contact databases, event data, and participant lists.
• Develop and refine internal workflows and process documentation.
• Create and manage automation processes to improve operational efficiency.

3. Grant & Funding Support

• Manage a centralized funding database to track funders, deadlines, and reporting schedules.
• Coordinate with the Grants and Communications teams to maintain dashboards and summaries for leadership and board review.
• Analyze quarterly trends, success rates, and upcoming opportunities.
• Ensure timely acknowledgment and visibility of funder support.

4. Executive Outreach & Visibility

• Identify and secure free or paid speaking engagements for the Executive Director (workshops, conferences, schools, media).
• Research and connect with local and national media outlets, podcasts, and community networks to expand visibility.
• Maintain a calendar of professional development and speaking engagements.
• Prepare presentation decks, talking points, and related materials.
• Coordinate event logistics, including RSVPs, registrations, and travel arrangements.
• Maintain and update a contact list for partners, hosts, and media outlets.

5. Team Coordination

• Facilitate collaboration across programs, grants, and communications teams.
• Organize training sessions on CRM tools, workflows, and internal systems.
• Delegate and track administrative or volunteer tasks during peak workload periods.
• Foster a positive, accountable, and collaborative remote work culture.

6. Data, Reporting & Evaluation

• Consolidate data into monthly and quarterly dashboards.
• Track and report key performance metrics (funding, partnerships, outreach).
• Provide leadership with data-driven insights and reports.
• Maintain secure and organized digital records across shared drives.

7. Event & Partnership Management

• Plan and manage logistics for community events, donor receptions, and educational programs.
• Coordinate event budgets, vendor contracts, and volunteer assignments.
• Collaborate with communications on marketing and media coverage.
• Maintain sponsorship and partnership tracking records.

Preferred Skills

• Familiarity with nonprofit operations, compliance, and vendor management.
• Background in education, youth development, or community programs.
• Experience with grant management tools (Instrumentl, Foundant, GrantHub).
• Basic bookkeeping or financial tracking knowledge (QuickBooks or similar).
• Ability to automate workflows through Zapier or similar platforms.
• Strong writing and editing skills for reports and correspondence.
• Experience developing training or onboarding materials.
• Collaborative and proactive work style.

Requirements

• 3–5 years of experience in operations, systems management, or project coordination (education, nonprofit, or social impact preferred).
• Strong organizational and project management skills
• Proven experience managing systems such as Google Workspace, Airtable, Asana, or Zapier.
• Excellent communication and multitasking abilities.
• Experience managing small teams or cross-functional projects.
• Proficiency in data management and digital tools (Google Sheets, CRMs, etc.).

Independent Contractor Perks

• HMO coverage (available in eligible locations)
• Permanent work-from-home setup
• Immediate hiring

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