Organizational Support Specialist

Job Type: Full time, hourly

Location: Hybrid, with travel as needed and some mandatory weekly meetings in Salt Lake City, UT

Pay Range: $20-$24 per hour

Application closes Wednesday, April 9th.

Job Description: 

The Policy Project is a 501(c)(3) non-profit that acts as an accelerator for sound public policy through community education, grassroots organizing, relationships with community and state leadership, and the creation of public-private partnerships. We craft policy solutions to solve problems and build community to change culture. As a young organization, we have a proven track record in orchestrating broadly supported policy change in areas including women’s health, public education, and sexual abuse prevention. With a current focus on state-level policy in Utah, we are eager to expand our impact into areas such as childcare, housing affordability, and other policies impacting working families’ economic success.

The Organizational Support Specialist plays a crucial role in ensuring the smooth operation of The Policy Project by providing administrative, logistical, and operational support across teams. This position is ideal for a detail-oriented and proactive individual who thrives in a dynamic, mission-driven environment. The Organizational Support Specialist will assist with office coordination, scheduling, data management, event logistics, and general administrative duties to enhance the efficiency and effectiveness of the organization.

The ideal candidate is a problem-solver with strong organizational skills and the ability to multitask. They should be comfortable handling a mix of behind-the-scenes administrative work and external-facing interactions with stakeholders, vendors, and community members.

Job Responsibilities:

• Data & Records Management:
• Update and maintain the CRM system.
• Manage donor records and communications.
• Maintain organizational records and databases to ensure accuracy and accessibility.
• Event & Special Projects Support:
• Assist in event planning and execution, including booking venues, managing RSVPs, and distributing materials.
• Support special projects and organizational initiatives as needed.
• Social Media Support:
• Assist in managing social media accounts by scheduling posts, monitoring engagement, and responding to basic inquiries.
• Support content creation by gathering relevant images, quotes, or updates from team activities.
• Maintain a consistent brand voice and ensure accuracy in all postings.
• Track basic engagement metrics and provide updates to the team.
• Financial & Administrative Support:
• Create and process invoices and receipts for donors and vendors.
• Record and reconcile organizational expenses.
• Assist with financial and HR-related administrative tasks, such as invoice processing and onboarding coordination.
• Office & Operations Management:
• Manage mailings and correspondence, including emails, letters, and packages.
• Coordinate pickups, deliveries, and office-related errands.
• Oversee office logistics, including supply management, marketing collateral, and vendor coordination.
• Scheduling & Communications:
• Schedule meetings and manage the general organizational calendar.
• Draft and format internal and external correspondence.
• Provide general administrative assistance, including document preparation and data entry.
• Complete all other duties as assigned.

Job Qualifications:

• Demonstrates accountability, integrity, and a strong work ethic.
• Task-oriented with the ability to follow projects through to completion, meeting deadlines with minimal supervision.
• Self-motivated and proactive, with the ability to take initiative on tasks.
• Excellent oral and written communication skills.
• Highly organized, detail-oriented, and self-directed, with strong critical thinking and problem-solving skills.
• Able to work effectively with diverse individuals, coordinate across teams, and adapt to changing priorities in a fast-paced environment.
• Experience with office software such as Google Workspace, Canva, QuickBooks, and Squarespace.
• Customer service mindset with a professional and friendly demeanor.
• Ability to handle confidential information with discretion and professionalism.
• Valid driver’s license and access to a vehicle for work-related errands (mileage reimbursement available).
• Deep commitment to the mission, vision, and values of The Policy Project.

Preferred Qualifications:

• Background in nonprofit administration, operations, communications, or office management.
• Familiarity with CRM systems or donor management software (e.g., Salesforce, Bloomerang).
• Familiarity with social media platforms (Instagram, Facebook, LinkedIn, etc.) and an understanding of best practices for engagement and brand consistency.
• Experience planning events, managing volunteers, or coordinating community engagement efforts.
• Basic knowledge of financial processes, including invoicing, expense tracking, and reconciliation.