Operations Coordinator

Overview:

NEO Philanthropy is a trusted bridge between funders and movement-building organizations in the U.S. As a 501(c)(3) public charity and philanthropic intermediary with a 40-year track record of providing critical infrastructure to a wide range of progressive social justice movements, NEO Philanthropy continues to deliver tailor-made support and innovative solutions in service of equity and justice.

NEO’s three-pronged, field-focused programmatic approach consists of its Flagship Collaborative Funds, Project Partnerships, and Strategic Partnership Programs teams. Learn more about NEO’s legacy, and its strategy and approach, at https://neophilanthropy.org/about/.

A crucial component of NEO’s capacity-building initiatives are its Collaborative Funds: Four Freedoms Fund and State Infrastructure Fund.

Since its inception in 2010, State Infrastructure Fund has raised and invested nearly $200 million to support the long-term sustainability of state-based networks of nonpartisan organizations to increase voting participation, enhance civic engagement, and protect voting rights. SIF’s approach fosters collaboration and increases the impact exponentially to build permanent civic engagement and voting rights infrastructure in historically underrepresented communities.

Position:

Reporting to the Operations Manager, the ideal candidate is an organized, reliable and detail-oriented person with prior experience in the nonprofit sector. This may include prior experience in non-profit organizations, government, or philanthropy. This position works with Finance, Program and Grants teams to ensure that SIF internal processes run efficiently. The ideal person will have a basic understanding of event planning, budgeting, and operations . This person has worked in a fast-paced environment, with responsibility for multiple time-sensitive deliverables. They are able to deliver exceptional funder and staff support when faced with challenging demands. They work efficiently and collaboratively with a small team.

Location:

NEO Philanthropy has its headquarters in NYC. NEO HQ has a hybrid work remote structure based on job function. This role could be fully remote with in-person meetings required 6-8 times per year; however, staff will have the option to select a partial or full in-office schedule if they are based in NYC.

Responsibilities:

The full-time Operations Coordinator will assist with SIF event planning, administrative tasks, data entry, scheduling, meetings, reimbursements and staff and program support. Applicants should be able maintain and track large amounts of information, be organized and detail-oriented, and have strong communication skills. The Operations Coordinator will report to the Operations Manager and work closely with the highly collaborative SIF team. They will work in coordination with other SIF staff, to ensure timely expense reporting processes and operations workflow. Operations Coordinator will also provide support for in-person and virtual meeting and convening planning.

Operations & Administrative Systems and Financial Management & Compliance

• Lead or support planning and execution of key meetings (SIF staff retreats, Steering Committee meetings, site visits, voting rights convening, etc.) by managing logistics, travel arrangements, vendor coordination and related budgets.
• Partner with Operations Manager, Grants Manager and NEO Finance team to ensure compliance for reimbursements including proper documentation and accurate accounting.
• Provide SIF staff with high-level operational and administrative support, including managing team communications, coordinating workflows, overseeing file management and, and executing administrative functions such as scheduling, data entry, mailings, notetaking and communicating with funders and/or grantee partners.
• Support internal racial justice work and scheduling and project tracking of related work.
• Work closely with colleagues on various administrative and operational tasks and projects.
• Provide administrative and operational support to Vice President, Grants Manager, Operations Manager, and Program teams as necessary.

Desired qualifications:

The successful candidate will have prior experience or knowledge of nonprofit grants management, be proficient in Excel and Salesforce, and be comfortable working independently and managing competing deadlines. The requirements listed below are representative of the knowledge, skill, and/or ability required for a candidate to perform this job successfully.

• Commitment to overall mission of NEO and SIF.
• 4-year degree in related field strongly preferred.
• 2+ years professional work experience with events planning, operations, administration, accounting and bookkeeping procedures and standards.
• Experience managing multiple projects
• High degree of professional integrity; ability and commitment to maintain confidentiality of sensitive data.
• Solid organizational skills: detail-oriented, ability to multi-task, set priorities, and meet deadlines.
• Ability to work independently, be flexible and work well under pressure in a fast-paced team environment.
• Excellent communication skills and availability to work with a variety of stakeholders.
• Strong working knowledge of Microsoft Suite (Word, Outlook, Excel, Power Point) and communication programs (Zoom, Slack), CRM Databases and Salesforce in particular.
• Good interpersonal skills: ability to work effectively in a multi-cultural environment.
• Willingness to travel on occasion.

Compensation:

Salary range for this position is $65,000 to $73,000 per year, depending on experience. NEO provides generous benefits, which includes medical, dental, vision, life, long term disability, and pet insurance. We also administer FSA, Commuter benefit, and 401k retirement plans and have generous Paid Time Off and an Employee Assistance Program (EAP). Additionally, NEO provides resources for remote work office set up and an annual fund for professional development opportunities.