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Operations Coordinator

Posted by
BAGLY Inc.
|
Boston, MA
New
|
Published 21 days ago

Founded in 1980, the Boston Alliance of Gay, Lesbian, Bisexual, and Transgender Youth (BAGLY) is an organization led by and for lesbian, gay, bisexual, transgender, queer, and questioning youth to meet the core physical, social, and developmental needs of Greater Boston’s LGBTQ+ youth community. Today, BAGLY provides community-based leadership development, health promotion, and social support programs for Massachusetts’ LGBTQ youth communities, and is a leader in local and national LGBTQ+ youth advocacy.

As Operations Coordinator, reporting directly to the Business Manager within the Operations Team at BAGLY, Inc., you will be heavily involved in the logistical and administrative support necessary for ensuring a smoothly functioning office and community center. You will be bringing proactive problem solving and organizational skills to improve the efficiencies of the entire BAGLY team. As part of this work, you will have a broad spectrum of duties including working with Programs & Services as well as Marketing & Development. 

While office attendance policy is subject to review based on the developing realities of the COVID-19 pandemic, the current expectation is to be on site at the BAGLY offices in downtown Boston, MA at least 3 days per week, with the balance to be done virtually.

Duties & Responsibilities:

Program Operations

  • Organize and maintain BAGLY’s Community Center, the focal point and central gathering place for LGBTQ+ youth engaging in BAGLY’s Boston-based programming. This includes regular surveying of the space and anticipating supply needs, determining maintenance issues and solving them quickly and with minimal disruption, and proactively considering space usage concerns. 
  • Answer general email and phone queries, serve as the primary greeter for the Community Center and train volunteers as necessary to perform the duties of a greeter. This will require interacting with the general public as well as the knowledge and understanding of internal and external resources available to LGBTQ+ youth.
  • Assist in the execution of virtual/hybrid/in-person programming to include enforcing virtual community guidelines, assisting in answering basic questions, designating spaces for youth leaders to facilitate programming, and setting up technology to support program efforts.
  • Assist Marketing & Development with technical details related to mailings and mail campaigns, including assistance with mail merges.
  • With fellow Operations Team members, help coordinate logistics for major BAGLY events, including managing volunteers.

Administrative Operations

  • Assist staff in initial triage of technology support and troubleshooting, helping to determine the level of IT support required.
  • Serve as the point of contact for any office supply needs from BAGLY staff, triaging requests for the approval of the Director of Finance & Administration.
  • Under the supervision of the Business Manager, assist in maintaining the electronic equipment database and, working with IT consultants under the supervision of the Business Manager, ensure all software is updated, installed, and functional
  • At the direction of the Executive Director, handle routine Board of Director correspondence, organize any virtual/hybrid/in-person meetings for the Board of Directors, both full meetings and committee meetings. 
  • Under the supervision of the Business Manager, provide direct administrative support to the Executive Director as required.
  • Manage shared calendars for staff activities, ensuring all staff are included in relevant meetings and sending updates as necessary.
  • Help to execute virtual/hybrid/in-person staff meetings and celebrations.

Finance Operations

  • With Operations Team, help to execute daily mail runs and bank deposits.
  • Under supervision of the Business Manager, track and file financial records and assist in document control via a record retention schedule.
  • Assist in proactively maintaining audit-ready documentation throughout the year.
  • Oversee the signing and issuance of tax acknowledgement letters to donors with the most updated and accurate verbiage as approved by the Directors of Finance & Administration and Marketing & Development.

Other duties as assigned.

Qualifications:

Ideal candidates will demonstrate capabilities that meet the basic qualifications. Preferred qualifications are a plus, but not required.

Basic Qualifications

  • An understanding and commitment to the needs of LGBTQ+ youth, especially in the Boston area.
  • High school diploma or equivalent experience.
  • Excellent written and verbal communication skills. Multilingual candidates are a plus.
  • Exceptional organizational skills and a proactive problem solver.
  • Comfort interacting with LGBTQ+ youth, answering phones, providing resources, and having in-person communications that present a warm, welcoming, and helpful demeanor to all that enter the BAGLY space, especially those accessing the space for the first time.
  • General understanding of computer hardware & software (including Microsoft Office) and working remotely using online tools (e.g. Zoom, Google Suite, etc).

Preferred Qualifications

  • Office management experience.
  • Basic understanding of finances including budgeting, expenses vs. revenues, etc.
  • Experience working in a nonprofit environment.
  • Experience troubleshooting IT issues.
  • Specialized software experience including Quickbooks, Salesforce, Asana, and advanced experience with Microsoft Excel and Word.
  • MA drivers license.

Equal Opportunity Statement: 

BAGLY is an Equal Opportunity Employer. We consider applications for all positions, without regard to age, race, color, ethnicity, national origin, ancestry, creed, religion, gender, gender identity or expression, sexual orientation, citizenship, physical or mental disability, medical condition, genetic information, marital status, veteran status, military status, or any other characteristic protected by applicable law.

People of Color, Women, and/or Trans/Non-Binary candidates are strongly encouraged to apply.

Founded in 1980, the Boston Alliance of Gay, Lesbian, Bisexual, and Transgender Youth (BAGLY) is an organization led by and for lesbian, gay, bisexual, transgender, queer, and questioning youth to meet the core physical, social, and developmental…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 1, 2021
  • Application Deadline
    September 17, 2021
  • Education
    High School Diploma Required

Salary

USD 40,000 - USD 45,000Salary commensurate with experience.

Benefits

BAGLY is committed to operating as a learning organization and supports the continuous development of staff, programs, and organizational systems. At BAGLY, full-time employees receive: 

  • Paid vacation and sick time 
  • Paid time off for 13 federal holidays 
  • Health & dental insurance 
  • Access to a 401k plan (no employer match) 
  • Free access to an on-site gym and bike storage in the building that houses the BAGLY Community Center & Health Clinic.

BAGLY is committed to operating as a learning organization and supports the continuous development of staff, programs, and organizational systems. At BAGLY, full-time employees…

Level of Language Proficiency

BAGLY primarily conducts programs and services in English. We are excited to receive applications from candidates who are proficient in more than one language.

BAGLY primarily conducts programs and services in English. We are excited to receive applications from candidates who are proficient in more than one language.

Location

Temporarily Remote
Work must be performed in or near Boston, MA
Associated Location
28 Court Square, Boston, MA 02108, USA

How to Apply

Frequently-cited statistics show that women, LGBTQ+, BIPOC, as well as other structurally marginalized groups apply to jobs only if they meet 100% of the qualifications. BAGLY encourages you to break that statistic and to apply. No one ever meets 100% of the qualifications. We look forward to your application.

Please submit your resume and cover letter (PDF or Word document preferred) to jobs@bagly.org with “Operations Coordinator” as the subject line by September 17, 2021. No calls, please, and email follow ups are not necessary.

Frequently-cited statistics show that women, LGBTQ+, BIPOC, as well as other structurally marginalized groups apply to jobs only if they meet 100% of the qualifications. BAGLY…

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