Operations Coordinator

Overview

Job Title:

Operations Coordinator (OC). Serves as the central coordination hub for the Executive Director (ED) and Chief Operating Officer (COO), providing high-level support with grant management, curating organizational knowledge bases, and leading the administrative side of project management — tracking milestones, risks, deliverables, and cross-department dependencies for all strategic initiatives sponsored or managed by the ED/COO, enabling leadership to concentrate on high-level strategy and external relations.

Additionally, this position manages executive calendars, the shared grant communications inbox, and meeting logistics.

Department/ Team | Reports To | Classification | Work Location
Operations & Finance | COO/ ED | FT;
Non-Exempt | Hybrid:
Remote and SB HQ or satellite office (as needed).

• Executive Calendars & Scheduling: Manage ED/COO calendars — prioritize, accept/decline, resolve conflicts — and deliver daily briefings with agendas, background, and logistics.
• Shared Inbox & Communication Hub: Own the grant operation inbox — triage grant, vendor, and program queries; draft/proof replies; escalate when needed; act as the front-line contact for routine ED/COO correspondence while safeguarding confidentiality.
• Meeting Logistics & Documentation: Arrange all in-person/virtual meetings (rooms, Zoom, catering, visitor protocols); record minutes and action items, circulate within 24 hours, and track follow-ups.
• Project & Initiative Tracking: Create and steward comprehensive digital project work spaces for ED/COO initiatives — assign owners, track milestones, surface risks early, and keep teams aligned with clear daily briefs and concise weekly status updates.
• Knowledge-Base & Document Management: Steward Google Drive and team work spaces to ensure folder hygiene, version control, and rapid retrieval; compile board packets, policies, and archival records.
• Cross-Functional & Special Projects: Provide research, coordinate surveys, and assist finance, HR, and program teams with operational and event logistics as assigned.
• Continuous Improvement: Audit office workflows quarterly, update the Ops Coordinator SOP guide, and champion AI/automation to boost efficiency.
• Supervisory Responsibilities: None

• Required Education &
  
  Certifications:
  
  A high school diploma (or equivalent) is required; additional credentials — such as an associate’s or bachelor’s in business, communications, or a related field plus professional coursework in administration, operations, or project coordination — are highly valued.
• Required Experience: At least 3 years supporting senior leaders in high-volume administrative, scheduling, and project-coordination roles. Also, demonstrated success managing complex calendars, shared inboxes, and meeting logistics across multiple stakeholders.
• Preferred Qualifications: Familiarity with nonprofit operations, particularly coordinating grant or vendor communications, supporting multi-team projects, and navigating cloud-based document and scheduling systems.

• Proactive prioritization & follow-through.
• Clear, concise written and verbal communication.
• Confidentiality & professional discretion.
• Mastery of Google Workspace (Docs, Sheets, Calendar, Gmail).
• Competence with modern project-tracking platforms (e.g., Asana, Notion).
• Meticulous attention to detail & document organization.
• Collaborative mindset and customer-service orientation.

• Standard hours are Monday to Friday, 8:00 a.m.–5:00 p.m. with a one-hour lunch.
• Flexibility for occasional early-morning, evening, or weekend board/community events (typically fewer than five per quarter; scheduled in advance).
• Primarily remote; on-site at the San Bernardino HQ or satellite offices up to one day per week.
• Local travel up to ~10% for partner/vendor meetings or errands; mileage reimbursed.

• Access to reliable transportation when local travel is required.
• When operating any vehicle (personal, rental, rideshare, or loaned) for organization business, a valid California driver’s license and current auto liability…