Operations Coordinator

Company Description

United Women of Color is a 501(c)(3) nonprofit organization that strengthens North Alabama by expanding civic engagement, developing community leaders, and removing barriers to opportunity and justice. Through digital-skills training, organizing, advocacy, and community care, we equip residents with the tools and confidence to take action, influence decisions, and help build a more inclusive and connected democracy. The organization brings people together across ethnicities to promote advancement, equity, and leadership.

Through community programs, advocacy, and collaboration with local partners, United Women of Color provides resources and opportunities for growth. Team members contribute to initiatives that support education, civic engagement, and community-building in an inclusive, mission-driven environment.

The Operations Coordinator helps keep UWOC’s day-to-day operations, systems, and staff workflows organized and moving. This role coordinates administrative operations, implements organizational processes, supports staff in using established systems, and helps ensure assignments, records, deadlines, and follow-up do not fall through the cracks.

The ideal candidate is a highly organized, dependable self-starter who can solve routine problems independently, reinforce established processes, and recognize when an issue requires leadership input.

• Coordinate organizational calendars, meetings, schedules, and administrative needs
• Monitor inventory and coordinate office, program, and marketing supply orders
• Coordinate vendors, printing, transportation, meeting materials, and event logistics
• Check and process mail, prepare deposits, and handle routine organizational correspondence
• Maintain organized forms, receipts, operational records, calendars, and administrative files
• Track purchases, deadlines, assignments, and required follow-up
• Resolve routine operational questions and problems without unnecessarily escalating them to the Executive Director

• Maintain UWOC’s standard operating procedures, process documentation, templates, and checklists
• Help translate organizational procedures into clear staff workflows
• Maintain UWOC’s staff training and online learning library
• Coordinate required process and systems training for new and existing staff
• Track completion of required organizational training
• Reinforce consistent use of established systems, including Asana, Google Workspace, and other UWOC tools
• Conduct periodic checks to identify missing documentation, incomplete workflows, or processes that are not being followed
• Identify recurring operational problems and recommend improvements to the Executive Director
• Update procedures and training materials when approved processes change

• Maintain organizational task and workflow structures in Asana
• Help staff locate and correctly use established procedures, templates, forms, and organizational resources
• Monitor operational deadlines and follow up on outstanding assignments
• Support staff in resolving routine workflow and coordination issues
• Help ensure completed work is properly documented, stored, and closed out
• Prepare for and facilitate weekly staff meetings using UWOC’s established meeting structure
• Coordinate staff meeting agendas, assigned updates, follow-up items, and meeting documentation
• Support onboarding and process orientation for new staff
• Reinforce organizational expectations for documentation, follow-through, file management, and use of established processes
• Escalate repeated process breakdowns, missed requirements, or matters requiring management intervention to the Executive Director