Operations Coordinator

About the Diamond Approach and the Ridhwan Foundation

The Diamond Approach is an original teaching drawing from modern psychology and ancient spiritual wisdom. Rather than bypassing the messiness of the human experience, this path helps us to not only embrace all of who we are and to see everything that arises as a doorway to transformation. The central practice of Diamond Inquiry supports us in touching into our true spiritual nature—its strength, compassion, love, clarity, freedom, and many other qualities—and helps us to bring those qualities into every part of our life. 

The Ridhwan Foundation is a Berkeley, CA based nonprofit that supports the work of the Diamond Approach (www.diamondapproach.org) and the worldwide Ridhwan School. Most staff work fully remotely, with the exception of the Operations Coordinator and Executive Director which are onsite/hybrid roles.

About the role

The Operations Coordinator is the go-to person for all things building and event related at the Berkeley, CA facility. This role ensures that office/building/organizational administration tasks are completed and that those seeking to use the building have a smooth process for booking and paying for use, as well as enjoy a safe, beautiful, and well-maintained facility. This position also provides high level support for a variety of org-wide administrative tasks, such as insurance, IT vendor coordination, and HR functions. This position reports to and is the primary support for the HR/Operations Director. This role includes exposure to confidential information and requires considerable use of tact, discretion, and diplomacy. The successful candidate will be comfortable working alone and as a self-starter, pitching in wherever they are needed.

Location: Onsite 3 days per week at 2075 Eunice St., Berkeley, CA. Remote for two days per week. Onsite schedule will be determined by events booked at facility on a given week or required building maintenance.

Type of Position: Non-exempt, 30-40 hours per week. Most weeks will be 30 hours, but some weeks may be more due to upcoming events or maintenance projects.

The Ridhwan Foundation has a “camera first” culture within the organization and prefers that participants enable their video during meetings. We expect that the employee will engage in work activities solely on behalf of the Ridhwan Foundation during the agreed upon weekly work schedule and hours of collaboration.

ESSENTIAL JOB FUNCTIONS

Event Management

• Coordinate event scheduling and event intake forms from teachers and groups
• Coordinate billing, invoicing, and payment tracking
• Message event, scheduling, and venue changes
• Troubleshoot wi-fi issues and coordinate room and AV setup with maintenance contractor and AV Specialist
• Assist with room setup as needed for events
• Meet with event volunteers to ensure proper training for opening, closing, and cleaning of building for events

Facilities Management

• Complete daily building/property walkthroughs to identify issues
• Maintain various contractor maintenance schedules for building systems such as HVAC, fire alarms, janitorial services, etc.
• Collect and maintain certificates of insurance for all contractors in the building
• Meet weekly with regular onsite maintenance contractor to determine needed general repairs and building improvements
• Work with regular onsite landscape contractor for outdoor property maintenance
• Maintain regular trash and recycling disposal, order and restock office and building supplies, refill paper products in kitchen and restrooms
• Ensure that building/property is in good working order and excellent appearance prior to events, including meeting all safety compliance requirements
• Serve as after-hours emergency contact for building needs, such as fire alarms, leaks, calls from neighbors, students, or teachers, or the City of Berkeley

Internal IT Support

• Responsible for IT vendor relationship management, facilitate monthly/weekly meetings to address IT needs
• Order and track equipment including laptops, monitors, and storage devices
• Coordinate equipment configuration for new hires with IT vendor
• Manage software platforms and licenses for Microsoft Office, Zoom, Click-Up, LastPass, Dropbox and Adobe
• Serve as Office365 Administrator, oversee account creation and deletion, maintain internal distribution lists
• Work with staff that open tickets with IT vendor
• Track and analyze ongoing issues and manage strategic response in partnership with IT vendor team
• Coordinate development and implementation of Technology Security Policy

Insurance

• Manage business insurance renewals including liability, workers compensation, international and cyber insurance policies
• Responsible for maintaining coherent filing of insurance documents and policies
• Issue certificates of insurance for off-site teacher retreat venues
• Coordinate annual workers compensation audit, liaise with payroll and facilities for supporting documentation
• Notify broker of new hires to ensure staff/teachers are added to the Workers Compensation policy

Human Resources

• Oversee job posting process, maintain accurate records of applications, review applications for minimum qualifications, schedule/conduct phone screens, schedule group interviews
• Coordinate new hire onboarding and employee offboarding processes with HR/Operations Director and hiring managers
• Obtain compliance documentation, order home office equipment, manage enrollment in various tech platforms for staff and teachers
• Maintain staff rosters, org chart, and emergency contact information
• Perform periodic audits of HR files and records to ensure compliant documentation
• Support employment compliance with federal, state, and local laws and regulations, including mandatory anti-harassment training, labor and EITC notices
• Maintain documentation of state compliance regarding unemployment and workers compensation taxes
• Coordinate and execute background checks for ordained teachers
• Provide feedback and guidance to staff regarding policies and procedures
• Support learning programs and initiatives that provide internal development opportunities for staff
• Assist with planning, content development, and facilitation of organizational events, including the all-staff retreat and regular monthly staff meetings

General Operations and Administration

• Respond to administrative inquiries from teachers, staff, and the board
• Review venue and teacher financial contracts for offsite retreats to ensure compliance
• Process mail and all shipping needs
• Serve as backup for weekly teacher e-newsletter including content creation and distribution
• Manage annual office, hardware, and building maintenance budgets, forecast future resource needs
• Create and distribute master annual calendars of org wide events
• Other duties as assigned

REQUIREMENTS

• Bachelor’s degree or equivalent work experience
• Ability to communicate clearly both orally and in writing
• Knowledge of general business best practices for operations
• High level software skills including proficiency with Microsoft Office365, Zoom, Click-Up, Slack, and LastPass, with the ability to troubleshoot technology issues
• Ability to manage multiple competing priorities successfully
• Attention to detail both in project management and building maintenance
• Outstanding interpersonal skills and ability to interact within all areas of the organization including leadership, founders, directors, teachers, contractors, volunteers, and vendors
• Self-motivated with ability to problem solve and see tasks through independently from start to finish
• Property management background strongly preferred
• Some financial or bookkeeping background preferred