Operations Coordinator

About the Foundation

Delle Maxwell and Pat Hanrahan started the Maxwell/Hanrahan Foundation in 2018 to support individual scientists, teachers, conservationists and creators whose diverse perspectives enable us to discover new things about ourselves and our world.

The Foundation supports people who:

• Explore and ask through fieldwork in natural sciences.
• Create and captivate as they promote mastery in art and craft.
• Teach and try as they support students in public education.
• Conserve and connect as they encourage care for the natural world.

Focus areas include hands-on science, art and craft, teachers and classrooms and protecting nature. Our current programs include Field Biology, Craft, Diversity and Inclusion in Art, Design and Computing, Public School Teachers, Resilient Ecosystems, and Food.

Learn more about the Foundation here.

The Opportunity

The Operations Coordinator provides administrative and team support that help build our team culture and strengthen our internal operating functions. This position provides a connective role for multiple Foundation operating functions with a focus on grantmaking operations (50%), administrative and team support (30%), and office management (20%). It is responsible for coordinating grantmaking workflows across programs by managing grant systems and compliance, coordinating with external operational partners, and monitoring grant data. This team member will also maintain a well-functioning and welcoming office space in a hybrid work environment by providing exceptional customer care to Foundation staff and visitors.

Key Responsibilities

• Provides centralized grants administration support to programs, such as data entry, document tracking, and liaising with outsource GMS partner (Foundation Source) on transactional matters.
• Ensures smooth communication between departments and helps maintain internal operational efficiency.
• Manages day-to-day office administration, including facilities, scheduling, and vendor management.
• Provides logistical support for meetings, events, and staff retreats.
• Coordinates internal operational workflows, including contracts, document retention, and administrative tasks.
• Works with the Executive Director and Operations Director to build a strong workplace culture and develop leadership and team-building programs.

Grantmaking Operations (50%)

• Serve as the internal and external point-of-contact on the Foundation’s grants management platforms (Foundation Source and Submittable). Troubleshoot and provide technical support to grantees and staff.
• Coordinate with external grant administrator to monitor grant payments.
• Produce monthly grant data reports and collaborate with the Finance and Investment Officer to reconcile between grant system and accounting system. Ensure grant record documentation is sufficient for annual audit.
• Implement grantmaking policies and processes including preparing approvals, entering grant records, verifying electronic payments and modifying grants.
• Assist with designing and conducting staff onboarding and ongoing training related to the Foundation’s grantmaking policies and procedures, compliance, and grants administration systems.
• Produce grant data reports and summaries required for the annual audit and 990PF tax return. Support the development of quarterly and annual grant reports for Directors and Board.

Administrative and Team Support (30%)

• Serve as point-of-contact for Foundation visitors, guest management, and scheduling.
• Coordinate and assist with hybrid (in office and online) staff meeting logistics including scheduling support, set up/clean up, ordering food and supplies.
• Coordinate facilities and logistics for meetings and events, such as in person committee meetings, recognition events for award winners, team retreats including organizing event space, travel, food, parking, reimbursements, honorariums.
• Collect, sort incoming mail and deliveries as needed.
• Serve as the primary point of contact with outsourced IT vendors (BH Tech, Monkey Brains) and software providers (Zoom, Adobe, etc.)
• Serve as Foundation librarian for physical and digital assets, including applying filing and naming conventions to organize Google Drive. Monitor compliance with document retention policy.
• Draft, proofread, edit and format contracts. Collect signatures and W9’s.
• Update and monitor electronic calendars across the Foundation.
• Upload grant data to website and serve as the primary point of contact for website vendor to fix website bugs.
• Help build team culture through organizing team events that are educational, inspirational and fun.

Office Administration (20%)

• Ensure all common areas of the physical office space are well maintained, stocked and organized.
• Order and organize office supplies and maintain office equipment.
• Coordinate scheduling, access, and execution of office vendor services, including cleaning, maintenance, and equipment repair.
• Implement office and safety procedures and update the office operating manual.
• Coordinate office improvements, construction, and vendor management, serving as the main point of contact for contractors and vendors (Eg. AV equipment upgrades, safety audit).

Qualifications

• 4+ years of experience in roles focused on operations, grants administration, and/or office management
• At least one year of experience using grants management systems (e.g., Foundation Source, Submittable, Salesforce, etc.) and supporting compliance documentation is required. Experience with grants administration in a private foundation setting is strongly preferred
• Proven ability to coordinate logistics, vendors, events, and internal workflows in a multi-functional role
• Genuine enthusiasm for office operations and creating a well-functioning, welcoming workplace; sees strong office management as essential to supporting the Foundation’s mission and day-to-day impact.
• Skilled in maintaining digital systems, calendars, and file structures, experience with Google Workspace preferred.
• Strong written communication skills, with experience drafting and editing contracts, reports, and internal documentation
• Bachelor’s degree or equivalent experience required

Key Competencies

• Highly organized with strong attention to detail, accuracy, and follow-through.
• Proactive and resourceful; identifies obstacles and proposes practical solutions.
• Strong independent judgment and ability to manage multiple priorities in a fast-paced or start-up environment.
• Strong interpersonal skills; a collaborative team player with a service-oriented mindset and the ability to build positive working relationships with a wide range of internal and external stakeholders.
• Tech-savvy and comfortable learning new platforms and managing databases.
• Thrives in a small, evolving organization; brings flexibility to take on work beyond the formal job description as needs shift and the Foundation grows.
• Committed to equity and inclusion and helping build a strong team culture.
• Maintains high standards of professionalism, integrity, and accountability.

Position Details

Location and Schedule

The Foundation operates on a hybrid work schedule, with an expectation of being in the office at least 25% of the time per quarter (approximately 2-3 days per week). Candidates must live in the San Francisco Bay Area and must be legally authorized to work in the United States.

Compensation and Benefits

The salary range for this position is $112,500-135,000 depending on skills and experience.

The Foundation offers an excellent benefits package, which includes 6 weeks paid time off, an annual wellness stipend, 100% employer paid platinum health care plan for employees (75% for dependents), student debt relief, 5:1 donation matching, a 401k plan with 7% match and a supportive work culture that honors work-life balance.

To Apply

CEA Recruiting is assisting Maxwell/Hanrahan Foundation with this search. To be considered for the position, please visit our career portal to submit a resume, thoughtful cover letter, and salary expectations. Please note that applications submitted without a cover letter will not be considered.

We anticipate the interview process will include:

• An initial 30-45-minute video interview with CEA Recruiting
• A 60-75-minute video interview with members of the Maxwell/Hanrahan hiring team
• An in-person interview day with 2-3 sessions with the Maxwell/Hanrahan staff team and a skills test

Throughout the process, we will make sure there is sufficient time for you to ask us questions. Interviews can be scheduled outside of normal business hours, if needed. With your permission, we ask final candidates to provide references, and we complete a background check. We are committed to keeping you informed of your status throughout the process.

The position will remain posted until filled. All applicants will be notified when the search has closed. You may contact search lead Tamara Evans with questions (tamara@ceaconsulting.com). To ensure your application is reviewed and you receive notifications about the process, please use only the career portal to submit your application materials.

https://job.ceaconsulting.com/jobs/operations-coordinator-489

Maxwell/Hanrahan Foundation is an equal employment opportunity employer. We are committed to diversity and welcome individuals with diverse backgrounds and experiences.

CEA Recruiting works with leading environmental nonprofits, foundations, and businesses to recruit top talent and design effective organizational staffing strategies. For more information, visit www.cearecruiting.com.