Operations Coordinator

The Operations Coordinator will be a full-time, non-exempt employee. The Operations Coordinator will directly report to and work closely with the Executive Director, Human Resources Manager, and the Finance & Operations Manager as part of the Human Resources and Finance & Operations teams at Education Through Music-Los Angeles. The Operations Coordinator will help further the mission by managing and stewarding ETM-LA’s internal policies, staffing, human resources, resources, cash flow, and assets;

they will be part of the culture to ensure that every child, regardless of socio-economic status, receives quality music education in order to reach their fullest potential.

Human Resources (50%)

• Maintains the integrity and confidentiality of human resource files and records.
• Provides administrative and project support to the HR Department.
• Assists the HR Manager with new hire orientation, completion of paperwork, and the creation of both physical and electronic personnel files.
• Assists in the initial systems setup for new staff (e.g., email, time-keeping systems).
• Oversees Time Off Request administration.
• Updates employee change status and personal information in all Human Resources Information Systems (HRIS’s).
• Troubleshoots HRIS issues.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, and hiring processes; refers more complex questions to the HR Manager or the Finance & Operations Manager.
• Sets up interviews and emails interview template confirmation to candidates.
• Assists with reference checks as needed.
• Assists the HR Manager in maintaining accurate and up-to-date human resource files, records, and documentation.
• Assists with ensuring policies are up to date in compliance with federal, state, and local employment laws and regulations.
• Assists with training employees on policies and procedures.
• Assists, when needed, in employee relations matters and workers' compensation.
• In conjunction with the Administrative Coordinator, assists with planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Performs other HR-related duties as assigned.

Finance (30%)

• Conduct bookkeeping, including accounts payable, accounts receivable, cash disbursements, receipts, data entry, and check printing.
• Prepare first drafts of financial statements (quarterly and as needed for development).
• Process monthly reimbursements.
• Act as liaison with vendors for purchase orders, invoices, and accounting issues.
• Assist with document preparation for financial audit and worker’s compensation audit, under the direction of the Finance & Operations Manager.
• Maintain fixed assets records.
• Record and process in-kind contributions.

Operations (20%)

• Assist with maintaining IT and computer systems, including network, back-up systems, new employee email accounts, and telecommunications.
• Manage the distribution and check in/out process of all music supplies, instruments, equipment, resources, and reference books.
• Prepare data for Salesforce uploads.
• Draft vendor contracts using ETM-LA templates, for review by the Finance & Operations Manager.
• Complete initial reviews and summaries of external contract drafts and professional development resources, to be reported to the Finance & Operations Manager.
• Assist with office management, mail, deliveries, and organizing physical and digital records as needed.
• Supports the Program Assistant as needed with inventory management and donations.
• Act as a liaison between attendees, vendors, and staff for ETM-LA meetings, events, and conferences.

• Bachelor’s Degree in Human Resources, Business Administration, Finance, or related field. 1 year of experience required; additional years of experience may be substituted in lieu of up to 2 years of the required education.
• Specialized knowledge or experience in ADP, Quickbooks, and/or Salesforce preferred.

• Excellent written and verbal communication skills.
• P…