Director of Operations, Admin, and Systems (Part-Time)

Director of Operations, Admin, and Systems (Part-Time)

Location: Remote (U.S.-based preferred)

Hours: ~20–32 hours per week

Compensation: $4,000–$5,500/month, commensurate with experience and time commitment

Reports to: Executive Director

Start Date: As soon as possible

About The Pollination Project Foundation

The Pollination Project (TPP) is a global foundation empowering grassroots changemakers worldwide with microgrants and strategic support to foster a more compassionate, just, and sustainable world.

About the Role

This role carries strategic oversight and trusted decision-making authority at the heart of TPP’s operations. As Director of Operations, Admin, and Systems, you will own critical organizational processes—including designing and automating workflows, ensuring compliance, and making vendor-related decisions—to enable smooth, secure, and scalable operations. Our goal is to run an efficient grant making operation that can handle thousands of applications annually with as many of our processes automated as possible - so we can give much more than financial resources to our community of grantees.

We are looking for a proactive systems thinker and leader who works independently with a high level of trust and autonomy. All of our team members have a mission-driven mindset and we are looking for exceptional operational expertise to support TPP’s focus on automation and impact.

CORE RESPONSIBILITIES:

Financial Operations

• Own and optimize workflows for grant payments, vendor management, and reimbursements
• Make vendor-related decisions aligned with organizational policies
• Liaise with accountants and bookkeeper for accurate reconciliations and financial reporting
• Draft, develop, and manage independent contractor agreements

Systems & Technology Leadership

• Optimize, integrate, and secure core platforms (Google Workspace, Slack, Monday.com, payment platforms, banking systems)
• Lead the development and maintenance of project boards, automations, and data architecture within Monday.com and Google Drive
• Troubleshoot or coordinate support for IT/tech issues with a focus on maintaining system security and efficiency

Administrative Oversight & Compliance

• Ensure compliance by developing and enforcing policies, renewals, filings, and organizational record-keeping
• Vigilantly identify and mitigate risks to prevent compliance gaps or operational disruptions
• Manage mail and ensure timely follow-up on critical documents

Human Resources Systems

• Develop and administer onboarding and offboarding checklists and associated training
• Lead coordination with leadership on role scopes, hiring processes, and staff transitions
• Track contractor status, hours, and team records with a focus on data integrity and confidentiality
• Contribute to a culture of efficiency, compassion and impact

Cross-Team Coordination & Process Leadership

• Own the design and management of internal workflows supporting programs, finance, and communications
• Drive operational efficiency through continuous process improvement and proactive bottleneck resolution
• Support organizational OKR and project management frameworks

Ideal Candidate Profile

You are:

• A strategic leader with the ability to work independently and make trusted decisions
• Exceptionally organized, detail-oriented, and proactive in identifying risks and opportunities
• Skilled at documenting, designing, and owning processes and workflows end to end
• A clear communicator who fosters collaboration across remote teams
• Mission-driven and adaptable, willing to roll up your sleeves and lead with integrity
• Committed to uplifting a compassionate, transparent and agile organizational culture.

Qualifications

• 5+ years experience in nonprofit operations, administration, or systems management or equivalent leadership experience
• Proven ability to work with minimal oversight and exercise a high level of trust

• Expertise in:
• Google Workspace (Docs, Drive, Admin Console)
• Slack (channel management, integrations)
• Monday.com (board creation, automations, integrations)
• Digital security best practices (user permissions, 2FA, secure file sharing)
• Familiarity with nonprofit compliance and risk management
• Experience managing cross-functional teams or projects remotely
• Experience with AI tools (e.g., ChatGPT, Google Gemini, Claude, etc.)
• Experience building automations in workflows to maximize efficiency

Why Join Us?

You will help power a global network of changemakers by ensuring TPP’s internal operations are best-in-class, scalable, and secure. This part-time role offers flexible hours, a collaborative culture, and the opportunity to make a meaningful difference behind the scenes.