Operations Coordinator

ABOUT JUSTICE OUTSIDE

Justice Outside advances racial justice and equity in the outdoor and environmental movement. We shift resources to, build power with, and center the voices and leadership of Black, Indigenous, and People of Color and work to ensure a future where the healing benefits of nature are equally accessible to all. Against a backdrop of increased urgency around racial equity and broad shifts in public consciousness in support of dismantling systemic racism, the need for our work is greater than ever.

Our systems change approach includes grantmaking, advocacy, career pathway development, and capacity-building. We envision a just world where Black, Indigenous, and Communities of Color experience safety, health, and abundant joy through meaningful relationships with one another and the outdoors. This past year, we trained dozens of Black, Indigenous, and Youth of Color across the country, awarded millions of dollars to grantee partners, and reached thousands of people in-person and digitally. Learn more about our recent accomplishments in our latest Impact Report.

THE OPPORTUNITY

If you’re excited to support people, programs, and systems to make a positive impact in the community, we are looking for you! The Operations Coordinator is responsible for supporting Justice Outside’s financial, administrative, and operational needs. Responsibilities include income and expense invoicing; contract facilitation; logistical support for programs; grants management support; and collaboration on all organizational, operations, and administrative activities. You will work collaboratively with the Justice Outside team, and report to the Senior Director of Administrative Services.

CORE RESPONSIBILITIES

Finance

• Support the Accounts Payable process by managing invoice submission, vendor setup, and credit card coding review in partnership with our external accountants
• Support the Accounts Receivable process by creating and tracking invoices, managing customer setup, coding deposits, and supporting other needs as they arise
• Assist staff as needed with determining proper coding and providing appropriate documentation for all transactions
• Assist in preparing the organization for annual audit including work within Xero, Bill, and the organizational Google Drive to ensure audit-ready backups are in place for all transactions
• In partnership with our Database Manager and Development team, support the quarterly reconciliation of our accounting system (Xero) and fundraising database (Raiser’s Edge)
• Serve as the primary point of contact for external vendors, partners, and grantees related to billing and payment requirements

Administration

• Support staff meetings by managing logistics including creating visuals, posting agendas in Slack in advance, facilitating breakout rooms and virtual meeting supports, and following-up with meeting materials and notes
• Create and manage an All Staff google calendar to include key programming dates, all staff retreats, team retreats, staff meetings, etc.
• Manage and monitor multiple (currently 2) general inboxes for the organization
• Manage signature collection and proper filing for all contracts, grants, and other agreements
• Collaborate with the Director of Administrative Services to implement and develop staff training & support on organizational systems
• Collaborate with program teams to successfully follow organizational practices and procedures

Operations

• Support the administration of grantmaking cycles by tracking and updating grantee records in the Blackbaud Grantmaking database
• Collaborate with the Database Manager to generate Operations dashboards and workspaces in Blackbaud Grantmaking and troubleshoot any identified errors in the data
• Apprise grantmaking partners by providing regular updates on grantee progress through the onboarding & payment cycle
• Partner with the HR Team and hiring managers to support employee onboarding and offboarding with our IT Vendor for supply management, email set-up and close out, and other administrative needs.
• Partner with other departments for operational support as needed

SKILLS REQUIRED

• 2-3 years of full-time administrative/operations experience in an office environments, preferably a non-profit organization
• Strong attention to detail and follow-through with the ability to accurately analyze and synthesize information
• Strong communication skills and ability to troubleshoot issues and identify areas for streamlining across a variety of systems and teams
• Ability to effectively interact and positively communicate with supporters, grantees, staff, board members, vendors, and the public
• Ability to hold people accountable to deadlines and to-dos in a supportive manner
• Ability to track, manage, and prioritize deadlines effectively while working on multiple projects
• Demonstrated ability to work independently and in a remote team environment with a broad range of individuals with diverse interests and backgrounds
• Desire to work in a collaborative, high energy environment with a commitment to racial justice at the intersection of the outdoors and environment

PREFERRED SKILLS

• Knowledge of and experience working within our core systems: Google Suite, Microsoft Office Suite, Slack, Bill AP/AR and Spend & Expense (formerly Divvy), Blackbaud Grantmaking, and Xero or similar systems
• Familiarity with grantmaking and/or bookkeeping
• Experience in racial justice, social justice, environmental justice, and cultural relevance

WORK LOCATION

• Justice Outside is a remote workspace and employees must maintain phone and internet services to beable to complete work as required. 
• Our in-person office is based in Oakland, CA and our staff is dispersed across the continental United States.
• Expected 5% to 10% U.S. travel

DISCLAIMER

The above job description is not intended to be an all-inclusive list of duties and standards of the position. The Operations Coordinator may be assigned additional duties in support of operations.