Operations Coordinator

Incomplete applications and anything submitted through CareerPlug / ZipRecruiter WILL NOT be reviewed or considered. No calls, please.

To apply, complete the Employment Application (https : / / etmla.formstack.com / forms / etm_la_application_for_employment) and attach the following documents :

• One page cover letter
• One page resume
• Names and Contact Info of three (3) professional references

The Operations Coordinator will be a full-time, non-exempt employee. The Operations Coordinator will directly report to and will 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. Operations Coordinator will help further the mission by helping to manage and steward ETM-LA’s internal policies, staffing, human resources, ETM-LA’s 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

Qualifications :

Education and Experience :

• 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
• Nonprofit experience preferred
• Specialized knowledge or experience in ADP, Quickbooks, and / or Salesforce preferred

Knowledge, Skills and Abilities :

• Excellent written and verbal communication skills
• Possess strong interpersonal skills
• Superior organizational skills
• Ability to : prioritize tasks; highly detailed-oriented; act with integrity, professionalism, and confidentiality
• Must be customer service oriented; able to deal with difficult and confidential situations
• Intermediate to strong in office software such as Microsoft Word, Microsoft Excel, and Google Suite; ability to learn new software such as ADP, Quickbooks, and Salesforce
• Maintaining a flexible and coachable attitude
• Ability to thrive in a collaborative environment
• An initiative-taker
• Ability to multitask
• Mission-driven

Working Conditions :

Office environment with possible travel each quarter to partner schools or clients located throughout Los Angeles County. Occasional travel outside Los Angeles may be required. Must have reliable transportation to and from work; occasional errands for working duties may be assigned. Mileage will be reimbursed by ETM-LA.

Pay and Work Schedule :

• 21.64-$24.04 / hr., dependent upon qualifications. Full-Time; 40 hours per week; Monday through Friday, with occasional over-time required for special events. This is an hourly, non-exempt position.
• Benefits include health, dental, vision insurance, 403(b) retirement plan opportunities
• Location of office : Burbank, CA

General Information :

To apply, complete the Employment Application (https : / / etmla.formstack.com / forms / etm_la_application_for_employment) and attach the following documents :

• One page cover letter
• One page resume
• Names and Contact Info of three (3) professional references
• A live scan must be completed satisfactorily. Failure to satisfactorily complete the live

scan may affect the application status of applicants

• COVID-19 vaccine mandate (dependent upon school district)
• The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements as a condition of employment

ETM-LA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary : $22 - $24