Operations Coordinator

Job Type: Hybrid, part-time (20 hours/per week)

Reports To: Executive Director

Benefits: Entitled to benefits after 90-day probationary period is successfully completed. Professional development stipend, generous paid time off (vacation days, sick days, and 13 holidays (in addition to last week between Christmas and New Year’s Day), and more!

ORGANIZATIONAL OVERVIEW:

Founded in 1989, Merrimack Valley Project is a 501(c)(3) nonprofit organization focused on uniting congregations, unions, and community groups in organizing leaders and campaigns for racial, social and economic justice in the Merrimack Valley region and beyond. Our organizing approach includes storytelling, relationship building, and training to develop the power of community leaders. Most recently, these have included preventing the closure of Holy Family Hospitals in Haverhill and Methuen, and playing a critical role in successful statewide campaigns to increase the state minimum wage, protecting rideshare drivers, and winning passage of the Domestic Workers Bill of Rights.

Today, MVP has grown to over 35 member groups across the region and beyond. MVP places a strong emphasis on developing the capacity of faith communities to act on their commitments to social justice, and is part of a growing faith-and-values-based organizing movement in America. We are proudly an affiliate member of Massachusetts Communities Action Network (MCAN). MCAN is a statewide network of faith-and values-based community organizations working for economic and racial justice.

For more information, visit www.merrimackvalleyproject.org.

ABOUT THE ROLE:

This job description provides a general guideline of the most common duties, responsibilities, and minimum requirements for this position. It is not all inclusive and the responsibilities may vary as circumstances indicate or as determined by the organization. The ideal candidate will be experienced in handling a wide range of organizational support services and demonstrate strong critical thinking and strategic planning skills. This person must be able to work independently with little to no supervision, exceedingly well organized, adaptable and enjoy the administrative challenges of supporting a statewide organization of diverse people and programs. The ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important. Above all, the ideal candidate will have a proven commitment to social justice, thrive in a team-based atmosphere and express comfort working in a multi-racial, multi-faith environment.

JOB RESPONSIBILITIES: The Operations Coordinator (OC) is responsible for improving operational systems, processes and policies in support of the organization’s mission. The OC monitors, manages and improves the efficiency and effectiveness of Support Services (Finance, Compliance, HR, Admin & IT, Fundraising) and drives initiatives that contribute to long-term operational excellence:

Administrative & IT Support:

• Serve as the lead coordinator for logistics relating to MVP trainings, actions, fundraising & community events, including, but not limited to lodging, travel, catering and vendor contract negotiation/management.

• Serves as main point of contact for office vendors such as phone, landlord, bookkeeper, office supplies and other services

• Ensure that technology is appropriate to meet the needs of a growing team, plan and implement office data systems upgrades and equipment procurement; provide technical support where needed.

• Maintain good condition of the office, arrange for necessary repairs and manage supply inventory.

• Support day-to-day administrative needs of MVP office, including but not limited to: faxing, mailing, shipping, scanning, ordering catering for in-office meetings, record-keeping, arranging travel, meetings and appointments, data entry, etc.

• Prepare a wide variety of written materials (e.g. manuals, guides, checklists, etc.) for the purpose of documenting activities, providing written reference, conveying information and/or describing procedures and standards.

• Maintain a donor database and ensure its accuracy.

• Maintain the MVP website, current information and updates.

• Generate member dues billing and outreach to maintain strong member engagement.

• Develop and maintain an operating procedures manual.

Finance & Compliance:

• Assist in the preparation and maintenance of the organizational and individual program budget(s), in collaboration with the Executive Director.

• Prepares and records bank deposits and electronic payments in QuickBooks.

• Reconcile monthly activity, including credit cards and balance sheet account reconciliations, monitor cash flow and generate monthly, quarterly, and year-end reports.

• Assist Bookkeeper and CPA in fulfilling tax related requirements, including, but not limited to, storing and retrieving fiscal documents and preparing annual audits.

• Manage day-to-day processing of accounts receivable and payable using QuickBooks online.

• Ensure compliance with state and federal filings such as the IRS form 990, annual reports, and Form PC (Public Charity.)

• Collect and analyze data to inform operational decisions or activities (i.e., research new office software products, review liability insurance policies, etc.)

Human Resources:

• Manage and administer payroll, employee benefits and organizational insurance.

• Review and implement the organization's health, safety and emergency policies.

• Develop and maintain HR procedures, forms and systems and monitor adherence to rules and regulations.

• Oversee onboarding and orientation for new employees; and arrange ongoing training for existing employees.

• Process and manage HR documentation, including, but not limited to, employee timesheets, attendance records, reimbursement requests, vacation requests, grievance reports, etc.

• Facilitate internal information flow, via regular written, verbal and electronic correspondence for the purpose of communicating information, gaining feedback and ensuring adherence to established internal controls.

Fundraising:

• Provide minimal fund development support, such as grant report entry, prospect research, donor relations and correspondence and maintain current databases.

• Provide budgets for foundation proposals and grant reports as needed.

• Assist in reports to foundations as required.

QUALIFICATIONS:

• Commitment to social justice and the mission

• Proven experience as an operations coordinator or relevant role, with a minimum of 4 years of experience. Preference is for experience with 501(c)(3) organizations.

• Excellent organizational and leadership skills.

• Strong communication and interpersonal abilities.

• Thorough understanding of diverse business processes and strategy development.

• Understand financial reports, bookkeeping & accounting processes.

• Excellent knowledge of Quickbooks, MS Office, Google Suite, databases and information systems.

• HR experience, including running payroll and managing employee benefits.

• Familiarity with tax and other compliance implications of non-profit status

• Spanish-language proficiency

APPLICATION PROCEDURE:

To apply, send a current resume and cover letter to info@merrimackvalleyproject.org. Please note “Operations Manager” in the subject line of your email.

Merrimack Valley Project provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Merrimack Valley Project complies with applicable state and local laws governing nondiscrimination in employment. 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. Merrimack Valley Project is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability or handicap, or veteran status.