Temporary Operations Coordinator; 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 Coordinator, based in HIP’s Oakland office, is a short term position of approximately 2-3 months, covering family leave for a full-time staff member.

They will be responsible for supporting the office’s operations and organizational needs, managing assigned administrative tasks for the Programs team, and supporting planning of local and regional events. The Operations Coordinator will work closely with all staff including Programs, Finance, Development, Communications, and Membership teams based in the U.S. and Mexico.

We seek a self-driven candidate who can implement effective systems for coordination of programs activities; perform important administrative tasks, including logistics and scheduling; take a big-picture approach to solving problems as they come up; and apply sound judgment to make informed decisions that advance various projects.

Programs Coordination

(35% est. allocated time)

• Assist Programs staff with correspondence, meeting scheduling, and meeting technology
• Participate in coordination, implementation, and follow through for donor and/or grantee partner events. Duties may include registration and logistics, payment management, editing, and helping manage vendors
• Support tracking of Programs budgets, including supporting management of contracts with consultants, processing invoices, managing allocation of funds, and reconciling monthly financial statements.
• 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
• Contribute to internal and external communications activities as needed, including editing, list management, and use of communications software
• Run tracking and other analytical reports as needed

(30% est. allocated time)

• 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
• Process and coordinate payments and checks received, including recording and tracking incoming grants, memberships, and donations
• Help liaise between Programs and Finance staff to ensure proper tracking of staff expense reports
• Ensure that donors are thanked and acknowledged promptly upon receiving grant payments or donations
• Support research for Development team as needed

Operations & Administration

(15% est. allocated time )

• Support Programs and other staff (as appropriate) with operations and administrative tasks, including but not limited to expense reports and receipt processing, emails, scheduling internal and external meetings, and other requested tasks
• Support use of and troubleshoot in software such as Mail Chimp, Canva, Asana, Slack, Zoom, and website and Salesforce, particularly in response to events, webinars, and outreach to partners
• Help maintain data tracking and evaluation systems to provide reports and other data analysis

Office Support

(15% est. allocated time)

• Serve as the first point of contact for guests and office management, including greeting guests, answering the phone lines, receiving mail and packages, ordering supplies (as directed by Senior Staff), and manage upkeep of office environment (plants, cleaning, office announcements,etc.)
• Participate in and support meetings and events, including those with remote staff and on occasion outside the Bay Area as needed
• Ensure continuity of office culture, including acknowledging anniversaries, birthdays, and other announcements and celebrations for the organization
• Work with…