Operations Assistant

Position Summary

Galvanize USA is seeking an Operations Assistant to serve integral functions across our multi-entity, fiscally sponsored organization. The Operations Assistant will support work related to finance, contract development, people & culture, and information technology. Additionally, the role will play a key role in maintaining incoming funds data and infrastructure, collaborating with the Development Team’s maintenance of records currently housed in NGPVAN and EveryAction toolsets.
Responsibilities:

- Finance, Contracting, and Revenue Tracking
- Review, log, and submit invoices for payment

- Support credit card reconciliation process across the team

- Manage contracting process from start to finish

- Work with Director of Finance and program staff to ensure expenditures are authorized

- Regularly upload incoming funds into internal CRM, reconciling pledges and supporting/troubleshooting with the Fundraising team as needed.

- Maintain CRM, ensuring that data is clean, de-duped, and functional; design and execute regular data hygiene processes

- People and Culture
- Support hiring process execution, including document management, posting open positions, scheduling interviews and internal tasks, managing job simulations, and maintaining our applicant tracking system (JazzHR)

- Manage onboarding and offboarding logistics

- Administer our people management tool (Leapsome), initiating surveys, review cycles, and more

- Coordinate team event logistics

- Plan, organize, and execute team celebrations (birthdays, employment anniversaries, life event celebrations, and 1-3 virtual “parties” per year)

- Maintain shared HR Drive folders and documents

- Operational Data & Infrastructure
- Serve as an administrator for our operational tech stack: create new user accounts, troubleshoot account issues, train and support staff to maximize tools, and more

- Function as help desk for team members across the organization to answer and troubleshoot operational tech questions

- Maintain organization of Shared Google Drive folders

- Miscellaneous responsibilities
- Develop, implement, and update organizational policies and standard operating procedures (SOPs).

- All employees of Hopewell Fund are required to complete timesheets

- Perform other duties as needed

About You:

- You can work well independently on a remote team

- You can manage up and laterally with staff at all levels with confidence

- You like finding elegant solutions to complicated problems

- You can translate database and data infrastructure concepts to non-technical staff

- You are confident in developing, implementing, and maintaining cross-organization processes and procedures

- You believe in investing in training of colleagues to support long term organizational health and growth

- You are trustworthy, especially with confidential information

- You are committed to our mission of unlocking the power of women to advance progress for all

- You are committed to understanding how race, class, gender, and other identities operate to create systemic oppression, and you have a deep commitment to doing the work of unlearning these habits as part of our individual and collective equity work as an organization

Required Qualifications:

- 1-2 years of compliance, data management, or contract administration experience.

- Ability to travel, as needed (typically, 1-2 times/year)

- Proficiency with 1Password, Asana, Google Suite, MS Office, NGPVAN/EveryAction, Slack, and Zoom, or the ability to independently and quickly learn.

Highly Value Qualifications:
The following qualifications are not required, but will be highly valuable in this role:

- Knowledge of 501(c)(3), 501(c)(4), and political organizations.

- Direct experience with Microsoft Sharepoint, Ramp, JazzHR, and Salesforce

Compensation & Benefits

The starting salary range for this position is $62,000-65,000. Placement within this band will be determined based on years of pr