Program Operations Coordinator

Job Title: Program Operations Coordinator

Reports To: Associate Director, Systems & Operations

Location: Oakland, CA

Status: Full-time,Exempt, benefits eligible (medical, dental and vision)

Salary: $54,500

Organization

GSA Network is guided by our vision of full equality and social justice for all LGBTQ people. We have developed a model of grassroots organizing that trains youth activists to understand and challenge multiple systems of oppression, in order to develop LGBTQ and allied leaders with a vision for broad social justice. Grounded in this model, GSA Network is building the GSA movement by providing resources, training, and grassroots organizing support to GSA clubs working to educate schools about LGBTQ issues and change public policy as well as to emerging GSA Networks in states around the U.S. As leader of the National Association of GSA Networks we bring together youth and adult leaders from state and regional GSA Networks to share best practices for GSA organizing. As a national leader in the LGBTQ, safe schools, and education justice movements, this is an exciting time for GSA Network as we expand our impact in California and nationally and grow our team. You can learn more about our work at www.gsanetwork.org.

Position

Under the supervision of the Associate Director, Systems & Operations, the Program Operations  Associate position will provide administrative and logistical support to ensure efficient operation of the organization. The position will support a variety of tasks related to organizational administration, financial administration, development, and event logistics. The ideal candidate will demonstrate an ability to effectively communicate via phone and email; ensure that all tasks/projects are completed accurately and delivered with high quality and in a timely manner; rely on experience and judgment to plan and accomplish tasks/projects; and possess a wide degree of creativity and latitude.

Essential Duties and Functions

(The following is used as a partial description and is not restrictive as to duties required.)

Program Operations (75%) 

• Provide support and technical assistance to youth participants regarding stipend payments, travel logistics for statewide or national convenings
• Process and securely file youth participant program agreements, permission forms, media releases, medical releases, and financial documentation
• Ensure timely processing of payments to youth participants
• Support the development and timely implementation of program and event registrations
• Logistical support for GSA Network Board of Directors meetings (includes some weekends) 
• Provide logistical support for GSA Network events (includes some weekends and evenings) including venue contracting, catering, scheduling, volunteer management, and 
• Coordinate timely mailing of annual resources to GSA Network Clubs, including mail merge for labels and stuffing packets

Office Administration (25%)

• Ensure coverage of GSA Network main phone line and info@ email address
• Office management of Oakland office: maintain tidiness, scheduling support for shared space, receive and distribute mail
• Oversee office equipment, supplies and materials for the Oakland office and remote offices/staff
• Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software
• Maintain and organize financial records (electronic and paper)
• Enter accounts payable/accounts receivable in Bill.com 
• Make weekly bank deposits 
• Provide support to Development Department by receiving and entering donor gifts, scanning award letters and grant agreements, and producing and sending donor thank you letters on a regular basis

• Serve on GSA Network Leadership Team* when eligible

*Leadership Team

GSA Network has developed The Leadership Team as a professional development opportunity for staff and a more equitable decision making structure than the traditional non-profit. The goal of this team is to create a skills building structure that will build the next generation of leadership and management capacity within the organization. After 6 months of employment, all staff members in good standing are eligible to join a 4 month Leadership Cohort.

Qualifications

Time and Task Management

• Excellent time management skills with the ability to manage up and prioritize work
• High level of accuracy with data entry, including financial information
• Ability to organize and complete tasks/projects with high level of accuracy and in a timely manner
• Ability to work well independently and in a team

Communications

• Excellent oral and written communication skills, including ability to communicate effectively in English via phone and email
• Must be able to maintain confidentiality without exception
• Must be able to communicate respectfully with youth participants

Technical

• Proficiency in Microsoft Office, specifically with Word and Excel
• Willingness and ability to quickly master additional software 

Values and Characteristics

• Demonstrated ability to work as part of a team and with people from a variety of different racial, ethnic, socioeconomic, educational, religious, sexual, gender, and generational backgrounds
• Think and act quickly and strategically 
• Flexibility to pivot for unanticipated needs, adapt to new situations and environments and remain calm and graceful under pressure
• Demonstrated commitment to social justice, anti-oppression work, youth leadership and LGBTQ+ rights
• Ability and willingness to work occasional evening and weekend events 

Work Environment

• Must be able to manually operate and use a computer, phone and other office equipment.
• Must be able to work at a desk for a prolonged period of time
• Must be able to communicate clearly in English in complex contexts (e.g., negotiations)
• Must be able to able to read documents, enter and review data, and route mail to staff
• Ability to: use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; lift and/or move up to 25 pounds; and see close, at a distance, and adjust focus.
• Must be able to move around the office to route internal and external communications 
• Finger dexterity sufficient for typing, filing, handling records, and other office equipment.
• Must be able to bend to access files and materials at floor level and use stool to reach materials on high shelving.
• (During COVID-19 Pandemic: All staff are working remotely from their home)