Operations & Administrative Coordinator

About ROC USA

ROC USA® is a national nonprofit social enterprise that helps residents of manufactured home communities achieve economic security through cooperative ownership. Through our CDFI, national training programs, and affiliate Network, we support resident-owned communities (ROCs) in making long-term, community-driven decisions that preserve affordability and build wealth. We are mission-driven, collaborative, and deeply committed to the residents and partners we serve.

Position Summary

The Operations & Administrative Coordinator is a central member of ROC USA’s Office of the President, providing high-quality administrative, logistical, and project support to the CEO, Director of Organizational Planning, and ROC USA staff. This is a highly trusted, service-oriented role that requires exceptional organization, warm interpersonal skills, and the ability to manage multiple time-sensitive priorities with grace and positivity.

The Coordinator supports event planning, board governance, strategic planning activities, recruitment and onboarding logistics, state registrations, and general operations. They ensure that staff, ROC leaders, and CTAP partners experience responsive, welcoming, and reliable support.

The ideal candidate is a proactive problem-solver with a deeply service-oriented mindset. They find joy in helping others succeed while also supporting a culture of shared accountability. They communicate clearly, follow through consistently, and are comfortable reinforcing expectations across roles and levels in service of the organization. They are committed to ROC USA’s mission and comfortable working flexibly to complete urgent and important tasks.

Key Responsibilities

Executive & Administrative Support (35%) 

• Serve as Executive Assistant to the CEO, including scheduling, document preparation, travel logistics, expense reports, meeting coordination, and support for time-sensitive priorities.
• Provide on-site administrative support to ROC USA staff in the Washington, DC office.
• Manage mail and mailings, including distribution, outgoing correspondence, and preparation of materials for funders, partners, and residents.
• Maintain organized digital and physical filing systems.

Event Coordination & Logistics (25%) 

• Lead logistics and planning for key organizational events, including:
  • Staff retreats
  • ROC Association convenings
  • In-person Board meetings
  • Sponsorship tables at conferences (materials prep, shipping, onsite coordination)
  • Public events such as political events for ROC closings
• Coordinate travel, lodging, venues, vendors, materials, and schedules for internal and external gatherings.
• Create and manage event timelines, checklists, run-of-show documents, and post-event follow-ups.
• Support staff culture and connection by incorporating fun and engaging activities into internal events.

Governance & Organizational Planning Support (20%) 

• Support the Director of Organizational Planning and CEO with Board of Directors logistics, including meeting preparation, scheduling, materials development, minute-taking, and board communications.
• Support tasks and project management associated with strategic planning initiatives and organization-wide planning tools.

Human Resources & Compliance Support (10%) 

• Manage state business registrations and maintain a tracking system for compliance.
• Assist with organizational document upkeep and administrative compliance processes.
• Support recruitment and hiring logistics such as interview scheduling and coordinating new hire onboarding activities.
• Support a positive, inclusive staff culture aligned with ROC USA’s mission and values.
• Coordinate simple, thoughtful staff engagement and appreciation activities that strengthen connection and morale.

Project Management & Operations (10%) 

• Respond to emerging requests from staff and leadership; triage, organize, and proactively solve problems.
• Use project management tools to track deadlines, deliverables, and dependencies across the organization.
• Support special projects as assigned by the Director of Organizational Planning or CEO.

Qualifications 

Required Skills/Abilities:

• 2+ years of experience in operations, administration, project coordination, or executive support.
• Experience supporting senior executives or nonprofit board governance.
• Experience coordinating multi-day events or retreats.
• Exceptional organizational skills and attention to detail—able to manage many moving parts simultaneously.
• Strong project management instincts, with the ability to track tasks, anticipate needs, and communicate clearly.
• Warm, professional interpersonal skills; committed to providing exceptional service to staff, ROC leaders, residents, and partners.
• Flexibility in hours and workflow to accommodate occasional urgent priorities, events, and deadlines.
• High degree of discretion and professionalism when handling confidential information.
• Comfort with ambiguity and changing needs in a fast-paced, mission-driven environment.
• Proficiency in Microsoft Office Suite, Zoom, and project management platforms (e.g., Asana, Monday.com, or similar).

Preferred Skills:

• Familiarity with HR administrative processes or state business registrations.
• Experience working in a nonprofit, CDFI, or mission-driven organization.
• Experience working with Salesforce a plus.

Personal Qualities:

• Mission-aligned - believes deeply in economic security, community ownership, and resident leadership.
• People-centered - genuinely enjoys helping others and providing a warm, can-do presence. Contributes to a supportive team culture, and balances approachability with accountability.
• Calm under pressure - able to stay organized and positive even amid shifting priorities.
• Proactive - sees what needs to be done and takes initiative without waiting for direction.
• Detail-driven, but able to see the big picture and prioritize well.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Minimal travel (10-15%)

This is a full-time, 40-hour-per-week exempt position, based in our Washington, D.C office. The role requires occasional travel to support staff retreats, board meetings, and organizational convenings. The salary for this position is dependent on experience with a range between $70,000 – $80,000. ROC USA offers an excellent benefits package, including a comprehensive Health Plan (medical, dental, and vision), FSA, vacation time, and a 3% retirement match.

ROC USA is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other legally protected status.