Operations Assistant - Galvanize USA

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