Operations Associate; HIP

Hispanics in Philanthropy (HIP) is a transnational network of grantmakers committed to strengthening Latino communities across the Americas. HIP connects and convenes funders, nonprofits, researchers, and other leaders to identify emerging needs among Latinos as well as best practices for responsive and effective funding of social change. HIP pioneers new philanthropic models by leading collaborative initiatives and has provided grants and training to help build the capacity of more than 600 organizations and leaders.

The Operations Associate, based in HIP’s Oakland office, will be responsible for supporting the office’s operations and organizational needs, developing and supporting systems for effective organizational operations, managing assigned administrative tasks, and supporting planning of local and regional events. The Operations Associate will work closely with all staff including programs, finance, development, HIPGive, and membership teams.

(45% est. allocated time)

• Support supervisor with operations and administrative tasks, including but not limited to expense reports and receipt processing, emails, scheduling, and other requested tasks
• Support HIP’s technology needs, working with the IT consultant, managing the technology budget, and placing requests for hardware and software needs, as well as using and supporting staff with Mail Chimp, Canva, Asana, Slack, Zoom, and website and Salesforce administration, particularly in response to events, webinars, and outreach to partners
• Support human resources activities as needed, including posting job adverts and coordinating with staff on the administrative aspects of the hiring process
• Suggest new and better ways of organizing office workflow to improve efficiency
• Support Leadership and Learning staff with event and meeting planning, technology needs, and organization of program information

(20% est. allocated time)

• Identify and create systems for organizing and maintaining a clean and tidy office, in consultation with supervisor
• Coordinate with building manager in responding to office needs and needs of one subtenant
• Take proactive steps to organize the Oakland office, keep supplies well-stocked on a regular basis, and ensure office needs are taken care of, including watering plants, coordinating furniture and technology needs, managing keys and access to office for staff, and other office-related requests as approved by supervisor
• Support set up / clean up of meetings (online and in office)
• Organize organization-wide birthday and anniversary announcements, gifts, and local celebrations

(20% est. allocated time)

• Support programmatic fundraising by conducting regular research to identify new funding opportunities and background of potential HIP partners to prepare team members for meetings, in coordination with HIP’s Director of Development and Director of Programs and Strategy
• Support Development, Membership, and Finance Teams on specific tasks including but not limited to ensuring that donor and member records are tracked and filed accurately in Salesforce and Google Drive
• Support Membership Director with tasks as needed to coordinate and organize membership response, including tracking membership lists, researching new potential members, sending and updating member lists in Salesforce, and related tasks
• Coordinate payment recording and tracking for incoming grants, memberships, and donations
• Ensure that donors are thanked and acknowledged promptly upon receiving grant payments or donations
• Crosstrain with grant writer and program associate to support all administrative job functions and provide additional or back up support for those roles when needed

(15% est. allocated time)

• Assist in creation of event invitations, fliers, and emails, and track registration and participation of participants
• Assist in tracking and following up with event sponsors to gather key information and process payment
• Spearhead all logistics efforts for local and regional events, including speaker outreach, program content, marketing, registration,…