Operations Coordinator

SkyTruth seeks an Operations Coordinator to join our dynamic and growing team. Reporting to the Director of Operations and Finance, the Coordinator will play a key role in driving operational effectiveness and efficiency. The Coordinator will support the Operations team in managing finances, payroll, donation processing, calendar management, organizational systems, and organizational compliance. The Coordinator will help foster a culture based on inclusivity and transparency for our exceptional team as SkyTruth scales its size and impact. The ideal candidate is a detail-oriented problem solver who can work independently while also collaborating across multiple teams. For more information about SkyTruth, please visit our Careers page.

Key Responsibilities

Financial Records & Reporting

• Assist Director of Operations and Finance and Outside Accountants with maintaining accurate and timely financial records and reporting, including depositing checks and maintaining all aspects of the bill.com account, oversight of organization credit cards, maintaining state entity registration and compliance, and facilitating employee expense reimbursements.
• Assist with payroll management, including onboarding and offboarding employees and interns in the PEO system, ensuring staff vacation and employee health leave are accurately reflected in each payroll, managing intern payroll, and ensuring timely submission of semi-monthly remittance of retirement funds, and assisting with retirement account compliance.

Board Support

• Assist with preparation of materials for the Finance Committee, Governance Committee, and quarterly Board Meetings.
• Schedule and maintain calendars for all board and committee meetings.
• Maintain all board materials, including onboarding materials, membership timelines, contact info, dates, and operating documents, etc.

Fundraising & Development

• Assist with the execution of fundraising objectives, including preparation and submission of grant proposals and reports, as well as managing grant agreements to ensure compliance with funding requirements and deadlines.
• Oversee the timely processing of donations, including recording donations, generating acknowledgment letters, and maintaining systems for tracking donations and donor records.
• Provide regular reports to the Director of Development on all aspects of the donation cycle and donor activities, offering insights and analysis to support strategic decision-making. 

Operations Support 

• Assist with general organizational needs, including oversight of team calendars for accuracy and efficiency, managing call and meeting scheduling, travel arrangements, and conference registrations, and managing general phone and email inquiries for direction to appropriate team members.
• Maintain an orderly digital filing system according to SkyTruth protocols that work to reduce paper files. Manage the files for all signed agreements, contracts, NDAs, MOUs and other documents.
• Monitor and manage all billing aspects of SkyTruth's domains and hosting accounts, including domain registration and renewals.
• Help plan and execute all arrangements for in-person team meetings and retreats, including travel, lodging, food, and team-building activities.
• Ensure an effective working environment, including maintaining office supplies and systems, ordering computers and other equipment for staff, actively assessing and ordering marketing materials as appropriate, and keeping our vibrant and active Slack workspace current, making sure people are added to channels or removed appropriately.

Other duties as assigned.

Key Attributes and Qualifications

• Demonstrated organizational skills with the ability to work effectively on multiple projects simultaneously, set priorities, track tasks, meet deadlines, organize time and identify resources for projects as needed.
• Ability to take initiative and work independently, intuiting problems that may arise and being thoughtful, creative, and logical about solutions.
• High degree of attention to detail and accuracy.
• At least two years experience with payroll processing and reporting, including an understanding of unemployment insurance, and employee and employer deductions.
• A/R or A/P experience.
• Understanding of basic accounting principles.
• Commitment to exercising discretion in handling confidential information.
• Ability to learn quickly, including adapting to technology and remote work systems.
• Excellent written and oral communication skills.
• Commitment to advancing diversity, equity, and inclusion.
• Strong interpersonal skills, including the ability to work collaboratively with individuals and teams at all levels of the organization.
• Highly proficient in English language.
• If your experience and interests only match some of the above, we still want to hear from you! There is room for the right candidate to grow into certain aspects of the role.

Desirable

• Deep commitment to SkyTruth’s mission and conservation causes.
• Previous experience working remotely or in a globally distributed team.
• Familiarity with QuickBooks Online.
• Understanding or experience with nonprofit accounting.
• Experience with donor databases and grant tracking.
• Experience with project management software like Asana or similar.

Location 

SkyTruth is a fully remote organization working across multiple time zones, so working hours may vary according to geography as well as operational and personal needs. Candidates can be located anywhere in the United States and must be able to reliably accommodate meetings across North American time zones. Periodic domestic travel may be necessary, and in-person team retreats are typically held twice per year. For this role, additional consideration may be given to candidates within 100 miles of Washington, D.C.

Diversity, Inclusion, and Equity

The staff and leadership of SkyTruth believe that diversity and inclusion among our teammates are critical to our success as an organization. We seek to recruit, develop, and retain the most talented people from diverse backgrounds, beliefs, and cultures. SkyTruth is an equal-opportunity employer. We hire and promote qualified professionals without regard to race, color, religion, sex, pregnancy, gender identity, national origin, political affiliation, sexual orientation, genetic information, marital status, disability, age, membership in an employee organization, parental status, military service, or other non-merit factors. We are committed to providing an inclusive and welcoming environment for all employees of SkyTruth and our partners, vendors, suppliers, and contractors.

SkyTruth’s robust benefits package includes a retirement plan with generous company match, health, vision, dental, disability, life insurance, a remote work stipend, professional development opportunities, 4 weeks of paid vacation, ample sick leave, and 12 paid holidays. We use HR policies to embrace and support a positive and productive remote work culture and want our team to live full lives outside of work.