Operations Associate; NFG

The Operations Associate works closely with Neighborhood Funders Group staff and IT consultants to provide database, office management, and administrative services to help keep the mostly remote NFG staff connected through online systems. This is a full-time, non-exempt position with full benefits. The Operations Associate is based in NFG’s Oakland, CA headquarters office and reports to the Vice President of Operations.

Responsibilities

Database and Systems Management (50%)

• Participate in trainings on NFG’s integrated Drupal web site and Salesforce database, which is on a platform created by United Philanthropy Forum
• Once trained, hold primary responsibility for the integrity, accuracy, and functionality of NFG’s Salesforce database, including updating and verifying grant records and contact records
• Continually maintain NFG’s database and information systems (e.g. add fields or record types as needed), and document these procedures
• Work closely with the Vice President of Operations and the Membership Manager to design and generate reports, dashboards, and statistics from NFG’s database to guide planning, evaluation, and member services
• Work closely with a Program Associate to help launch NFG’s new website and ensure seamless integration between website and database operations
• Train other NFG staff in use of Salesforce and other applications
• Work with United Philanthropy Forum staff to troubleshoot and customize NFG’s Salesforce and other applications
• Research, learn, and work with integrated Salesforce apps to build reports, update fields, create documents, and manage duplicates.
• Serve on the Forum’s Users Group and Salesforce Working Group, which works to add functionality and improve Drupal integration for the full network of organizations using the platform, including attending one national user group meeting per year at the Forum’s annual conference
• Participate in/contribute to periodic upgrades of NFG’s shared web system
• Work with the Operations and Program teams to further customize the Drupal/Salesforce system to meet NFG’s needs, and identify how the Drupal/Salesforce platform can be maximized and integrated to streamline NFG work processes.
• Document systems procedures, customizations and enhancements.
• Learn and provide NFG staff with ongoing training on other applications adopted by NFG now and in the future, such as Zoom video conferencing and project management software
• Work with NFG’s IT consultants to develop plans for ongoing hardware/software maintenance, implement digital security measures, and resolve staff’s IT issues

Office Administration and Support (30%)

• Assist the Vice President of Operations with new staff onboarding
• Orient new employees to office systems, softwares and procedures
• Coordinate IT troubleshooting with NFG’s IT consultants
• Procure office supplies, meeting supplies, equipment, software, and hardware
• Maintain NFG office equipment and licenses
• Provide administrative support to Vice President of Operations and other staff as assigned
• Assist with coordination of travel for Operations staff
• Oversee access to NFG offices, NFG conference room reservations, and incoming mail
• Host occasional guests in the office, including identifying workspace and meeting space
• As needed, act as liaison with property management in tracking requests and communication
• Organize, maintain, and manage all organizational files and archives
• Coordinate logistics and food orders for staff and board meetings that take place in Oakland (approximately quarterly)
• Provide occasional administrative and logistical support for other NFG events, including researching venues, vendors, and costs
• Periodically research office space and rents to assist with decisions about NFG office lease

Fundraising and Membership Support (20%)

• With guidance from staff, ensure accurate coding and documentation of all incoming revenue
• Generate correspondence using the database, such as grant acknowledgment letters
• Help manage and analyze fundraising and membership data in Salesforce, including providing reports
• Provide administrative support for NFG fundraising and membership efforts, including periodic membership appeals
• Assist with logistics and…