Programs Associate, Operations; HIP

Hispanics in Philanthropy (HIP) is a transnational network of grantmakers committed to strengthening Latino communities across the Americas. HIP connects and convenes funders, nonprofits, researchers, and other leaders to identify emerging needs among Latinos as well as best practices for responsive and effective funding of social change. HIP pioneers new philanthropic models by leading collaborative initiatives and has provided grants and training to help build the capacity of more than 600 organizations and leaders.

The Programs Associate, Operations plays an integral role managing the programs operations and budgeting and will be responsible for supporting HIP’s director of programs and strategy to develop and support systems for effective organizational operations, program support, and local and regional events coordination. The Programs Associate, Operations is responsible for the financial, operational, and administrative functions that support overall HIP program management and the implementation of its programs, including programs on forced mobility, civic participation, leadership, and health and education equity.

They will work closely with the HIP programs team to develop, refine, and manage financial and operational systems. They will also lead on the development of information systems and operational procedures to support program implementation and programmatic and financial data analysis. They will perform administrative tasks, including logistics and scheduling, on an as-needed basis.

As this position requires cross-team coordination and innovative systems implementation, they must: have initiative and drive in creating effective systems for smooth coordination of programs activities; take a strategic and big-picture approach to solving problems; and possess good judgment and confidence to make reasoned decisions that resolve and advance various projects.

Supervisor – Director of programs and strategy

• Develop and track program budgets and partner with Director of Program and Strategy and Director of Leadership and Learning
• Advancement to provide financial oversight and reporting for programs to various stakeholders including managing contracts with consultants, processing invoices, managing allocation of funds, and reconciling monthly financial statements.
• Support HIP’s technology needs, including Mail Chimp, Canva, Asana, Slack, Zoom, website and Salesforce administration, particularly in response to events, webinars, and outreach to partners
• Contribute and coordinate program planning and implementation as needed
• Prepare expense reports, process receipts, write emails, coordinate scheduling, and create systems for improved efficiency and communications of these processes
• Support with human resources as needed, including posting job adverts and initial screening of applications
• Coordinate and organize HIP membership communications, including gathering member lists from organizational/ institutional members, sending and updating member lists in Salesforce, and other administrative tasks, in coordination with HIP membership director

• Oversee the information systems and operational systems for programs
• Develop, refine, and maintain processes to facilitate relationships between HIP, consultants, and grantee partners, including creating templates, defining roles and responsibilities, and testing technology solutions to improve information sharing and tools that support program implementation
• Create and maintain data tracking and evaluation systems and provide monitoring reports and other data analysis
• Maintain and update online database systems
• Suggest new and better ways of organizing workflow to improve efficiency

• Spearhead all logistics efforts for local and regional events, including speaker outreach, program content, marketing, registration, day-of coordination, and follow up
• Assist in tracking and following up with event sponsors to gather key information and process payment
• Assist in creation…