Program and Operations Coordinator (Contractor)

About VECINA

VECINA empowers immigrant justice advocates by mentoring attorneys, educating communities, and mobilizing volunteers so that vulnerable immigrants can access safety, dignity, and family unity.

Role summary

VECINA seeks a detail oriented and systems savvy contractor to keep our data, development operations, and program workflows running smoothly. You will build simple dashboards, track deliverables and in kind hours, support case placement and follow up, reconcile donations and acknowledgements, and create light social media and website content tied to campaigns and program milestones. This role blends the administrative backbone of our prior coordinator position with the data and communications responsibilities the team relies on today.

Key responsibilities

Data systems and reporting

• Build and maintain Airtable bases, views, and quick glance dashboards for programs and development
• Track pro bono activity, hours per case, interpreter lists, in kind hours, and case status for projects including Defensive Asylum and ReUnite
• Prepare Time and Effort reports each quarter and support monitoring and audits with clean source data
• Draft and maintain simple SOPs for data collection, surveys, feedback forms, and monthly reconciliation

Development and finance operations

• Reconcile recurring and one time donations between Stripe and Bloomerang and keep a clear record trail
• Generate donor acknowledgements and annual tax letters and maintain templates
• Track End of Year campaign progress and produce weekly snapshots for internal use
• Support invoice preparation and reimbursements as needed

Program operations and case placement

• Coordinate pro bono attorney placement and follow up for Defensive Asylum and related initiatives
• Maintain volunteer and attorney contact records and tracking, and send welcome and check in communications
• Help refine intake forms, volunteer guides, and simple case flow documents
• Monitor shared inboxes and route requests to staff and partners

Communications and social media support

• Draft and schedule light social content for Instagram, LinkedIn, and Facebook that aligns with campaigns and media moments
• Post basic website updates for campaign pages, landing pages, and press mentions
• Create simple visuals and flyers in Canva and help keep message copy aligned with VECINA’s voice

General administration

• Coordinate meetings and maintain shared calendars and project checklists
• Keep shared drives and folders organized and current
• Pitch in on other needs that advance VECINA’s mission

Tools you will use

Google Workspace, Airtable, Bloomerang, Stripe, Clio, Dialpad or Google Voice, Teachable, Toggl, Wave, Canva, and similar platforms. You do not need prior experience with every tool, but you must be comfortable learning new systems.

Qualifications

• Two or more years in nonprofit operations, program coordination, or data focused administrative work
• Proactive self-starter who can anticipate needs, adapt to shifting priorities, and stay engaged in a small, evolving team environment
• Strong comfort with spreadsheets and databases, including building clear views or dashboards for non technical users
• Demonstrated ability to identify problems early, troubleshoot effectively, and propose solutions that keep projects moving forward.
• Excellent organization and follow through with the ability to document processes and close loops
• Clear written communication for email, short social copy, and donor and volunteer touch points
• Commitment to immigrant justice and to working with empathy, inclusion, and respect

Contract details

• Contractor engagement at 30 dollars per hour for up to 20 hours per week
• Fully remote. You provide your own equipment, workspace, and internet
• This engagement is not eligible for employee benefits
• Standard availability set with the Executive Director, with flexibility around campaign or reporting deadlines

How to apply

Send a short note with two or three examples of your data or systems work and any social or light design samples, plus a resume, to info@vecina.org. Applications are reviewed on a rolling basis.

• Contractor engagement at 30 dollars per hour for up to 20 hours per week
• Fully remote. You provide your own equipment, workspace, and internet
• This engagement is not eligible for employee benefits
• Standard availability set with the Executive Director, with flexibility around campaign or reporting deadlines

Fluency in Spanish or another language in addition to English is a plus