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We're Hiring! Operations Coordinator (Virtual)

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Operations Coordinator

Join team FosterClub as our Operations Coordinator (Virtual)

Classification:                                 

Part-Time, Exempt                                 

Compensation:                                 

$24-27/hour; non-exempt

Benefits:                                 

Paid Time Off | Dental | Medical

Location:                                 

Remote

Who we are:

FosterClub’s mission is big: lead the efforts of young people in and from foster care to become connected, educated, inspired and represented so they can realize their personal potential and contribute to a better life for their peers.
 
Our approach is to engage and empower those who have the most at stake in transforming the foster care system: young people themselves.  FosterClub creates and connects young people from foster care with unique tools and programs, and engages young people to transform life for themselves, their peers, and to ultimately improve the child welfare system.  
 
FosterClub understands that good youth engagement integrates Justice, Equity, Diversity and Inclusion (JEDI), and that the entire child welfare system is improved by prioritizing the well-being of young people who experience significant bias and discrimination in the child welfare system due to their race, ethnicity, sex, gender identity or expression, sexual orientation, and who are disproportionately represented in the child welfare system. 


Job Summary:

The Operations Coordinator will play a crucial role in supporting the organization's day-to-day operations in a remote setting. This individual will be responsible for providing administrative support, managing virtual office tasks, and ensuring seamless communication within the organization. This role is responsible for providing both general and high-level administrative support to FosterClub staff and constituents.  It serves as the point person for external inquiries as well as supporting internal functions such as finance, HR,  and executive projects. Duties are diverse, range widely in complexity, and vary from routine in nature to one-time urgent needs as well as long-term special projects.  The successful Operations Coordinator will work in a self-directed manner and has the ability to manage competing priorities and multiple interruptions while completing daily tasks while  simultaneously preparing for future needs.

Note: There is the potential to combine this role with the Office Coordinator (in-person) role also posted on the FosterClub website - for a total of a 40 hour/week role if the candidate is local to Oregon and desires to work in a hybrid environment (10 hours on-site and 30 hours virtual).



Essential Functions:

Administrative and Executive Support:

  • Manage and organize electronic files, documents, and data.
  • Coordinate virtual meetings and manage calendars for team members.
  • Prepare and distribute internal and external communications.
  • Work with ED and Directors on specific projects as assigned
  • Maintain upkeep of organizational drives, documents and project management tools to ensure efficiency and productivity.

Finance and Donor/Development Support:

  • Bank statement reconciliation and supporting the Finance Manager with other discrete finance functions.
  • Work in collaboration with fund development team to track and share donor information

Virtual Office Management:

  • Implement and maintain efficient virtual office systems and procedures.
  • Ensure virtual collaboration tools and platforms are utilized effectively.
  • Assist in onboarding and training team members on virtual office tools.
  • Tracking and management of computers and peripherals for a Mac-based office. 
  • Telephone and network system oversight and troubleshooting.
  • Internal and external technical support:  T/A to programs for technical needs such as webinars.

Communication:

  • Facilitate communication within the organization, ensuring timely and effective exchange of information.
  • Respond to or route emails, messages, and inquiries promptly and professionally.

Project Coordination:

  • Assist in project management, tracking deadlines, and milestones.
  • Collaborate with team members to ensure projects are on track and goals are met.
  • Contract and grant support via project ticket creation and disbursement. 

Data Management:

  • Maintain databases and records for donors, partners, and stakeholders.
  • Generate reports and analytics to support decision-making processes
  • Online store (Big Commerce) support, including adding new products, adjusting inventory, report creation.


Qualifications: 

  • Proven recent experience as a virtual assistant or in a similar role.
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Mastery of Google Suite (Docs/Sheets, Calendar, Drive/Shared Drives)
  • Experience with CRM database helpful (CiviCRM preferred)
  • Highly skilled in virtual collaboration tools (e.g., Zoom, Slack, Asana).
  • Ability to work independently and collaboratively in a remote environment.
  • Commitment to the mission and values of the organization.


Education and Experience: 

  • Bachelor’s degree in Business Administration, Communications, or a related field (preferred). Demonstrated relevant experience and qualifications may be substituted.
  • 2+ years of relevant experience in remote/virtual management of office functions and staff support


All FosterClub Employees are expected to have:

  • A commitment to Justice, Equity, Diversity, & Inclusion (FosterJEDI)
  • A willingness to travel. Frequent air travel may be required as part of the role
  • An ability to work successfully with young people and adult stakeholders 
  • An ability to work both independently and as part of a collaborative team 
  • A commitment to ongoing personal and organizational growth development 


Supervisory Responsibility

None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to:
  • Sit at desk, use keyboard/type 


Expected Hours of Work

30 hours/week - TBD, but predetermined/scheduled within Regular office hours Monday through Friday, 8:30AM to 5:00PM


Travel

Limited travel, but expected to attend in-person, annual staff retreat