Description

Note: This job is hybrid, with 10% travel required. Starting salary range of $33.79 - $37.80 hourly.

Reporting to the Director, Operations and Technology, the Associate, Operations supports the day-to-day work of the Council on Foundations’ Operations team and serves as a liaison to internal and external stakeholders. The Associate anticipates the operational needs of staff and proactively addresses issues with an emphasis on sound judgment and self-direction.

PRIMARY JOB DUTIES AND RESPONSIBILITIES  

Project Management

• Track operational and technology team priorities, timelines, and follow-up items to support effective project coordination and execution.
• Assist the operations and technology team with operational activities including creating and maintaining standard operating procedures. 
• Coordinate departmental updates and communications with full Council staff. 
• Ensure team SharePoint folders and files are up-to-date, streamlined, and well-organized.  
• Assist the People and Operations team with operational activities including content development for presentations, procedures documentation, and other projects, as needed.
• Coordinate the review and approval process for our annual state registration filings, acting as the Council’s point of contact with our outside legal team.
• Manage physical and virtual document storage priorities including the maintenance of our off-site storage facilities and supporting teams in the annual maintenance of our O365 SharePoint environment.
• Coordinate logistics and operational support for internal meetings, trainings, retreats, and culture-building initiatives.
• Independently manage operational workflows and recurring processes, ensuring tasks are completed accurately, proactively, and on time.
• Identify opportunities to improve operational processes, documentation, and staff experience through greater efficiency and organization.
   

Facilities

• Serve as point of contact for parking access/passes and related duties.
• Maintain and order office supplies for office and remote staff; track inventory and coordinate the purchase of kitchen supplies.
• Coordinate with landlord for office and building maintenance needs, including coordinating building services, office cleaning, equipment maintenance, and emergency protocols.
• Ensure office space, supplies, food/catering, and IT resources are prepared for internal events, meetings, trainings, and retreats.
• Coordinate office accessibility and emergency procedures, ensuring compliance and readiness. 
   

Administration

• Serve as a primary operational point of contact for staff, visitors, vendors, and external stakeholders, ensuring responsive communication and a positive experience across physical and virtual environments.
• Manage central calendar, building communications and reservation of building amenities.
• Coordinate staff outreach for milestones (i.e., birthdays, celebrations, etc.).
• Provide administrative support for Council-wide projects, including managing logistics and coordinating with building management.
   

Technology/Data Hygiene

• Support organization-wide data hygiene efforts by processing routine Salesforce updates, maintaining accurate records, and following established data management procedures.
• Assist staff with basic operational technology needs and coordinate escalation to the Manager, Technology or external vendors, as appropriate.
  Support the maintenance and organization of shared digital workspaces and operational systems.

Requirements

QUALIFICATIONS

• 3 years experience in a professional office environment
• 2 years experience supporting organization-wide projects.

POSITION SPECIFIC COMPETENCIES 

• Strong time management skills with the ability to prioritize work, follow through on tasks to ensure they are fully completed and resolved.
• Excellent verbal and written communication skills, including the ability to communicate clearly and professionally with a wide range of internal and external stakeholders.
• Demonstrated customer service skills to include active listening, displaying empathy, and working toward problem-solving. 

GENERAL COMPETENCIES (REQUIRED OF ALL STAFF)

• Ability to actively engage in, demonstrate commitment to the Council’s Operating Principles and Inclusion values. 
• Excellent interpersonal skills, the ability to listen well, and positively represent the organization and its mission. 
• Strong attention to detail and accuracy. 
• Ability to manage many and/or differing tasks, maintain productivity, and successfully meet deadlines. 
• Ability to work effectively and positively both independently and on a team with a range of individuals and working styles, and with people at all organization levels including staff, board members, foundation officers, donors, and vendors.
• Experience or ability to use CRM database solutions, preferably Salesforce.
• Proficient skill in Microsoft Office 365 applications. 
   

TRAVEL REQUIREMENTS

• Ability to travel up to 10% domestically, including overnight trips.