Fiscal and Operations Coordinator

MAAC (Metropolitan Area Advisory Committee) • Chula Vista, CA

1d • $75,000 - $83,000 • Onsite

About The Position

MAAC is seeking a highly organized, collaborative, and solutions-oriented Fiscal & Operations Coordinator to support the successful implementation of department-wide priorities, grant-funded initiatives, special projects, and day-to-day operations within the Economic Development Department. Reporting directly to the Director of Economic Development, this position plays an important role in coordinating projects, supporting grant and fiscal administration activities, monitoring departmental goals and performance measures, and helping ensure the department operates effectively and efficiently. The Fiscal Coordinator works closely with Economic Development program teams, other MAAC departments, funders, consultants, vendors, and community partners to support project implementation, budget tracking, and achievement of departmental goals. This position serves as the primary liaison between the Economic Development Department and the Finance Department, coordinating budget tracking, invoicing, procurement, financial reporting support, expenditure monitoring, and the fiscal setup of new grants and programs. The Fiscal Coordinator also helps track department goals, key performance indicators (KPIs), and project outcomes to support accountability, continuous improvement, and informed decision-making. In addition, the Fiscal Coordinator provides operational and fiscal support to the Director of Economic Development by helping coordinate projects, meetings, action items, reports, and departmental priorities. This role helps ensure initiatives stay organized, stakeholders remain informed, and departmental activities move forward in a timely manner. The ideal candidate is a proactive, detail-oriented professional who enjoys coordinating projects, building relationships, and supporting teams. They are comfortable managing multiple priorities, working with data and budgets, and collaborating with a variety of internal and external stakeholders. This individual is committed to MAAC's mission and values and takes pride in helping others succeed through strong organization, communication, and follow-through.

Requirements

• Knowledge of project management principles, practices, and tools.
• Knowledge of budgeting, financial tracking, and expenditure monitoring.
• Knowledge of grant-funded programs, grant administration, and compliance requirements.
• Knowledge of procurement and purchasing processes, including documentation and approval procedures.
• Knowledge of performance measurement, KPI tracking, and data reporting practices.
• Understanding of nonprofit operations and cross-functional departmental collaboration.
• Familiarity with organizational process improvement and operational effectiveness practices.
• Working knowledge of Microsoft Office Suite, particularly Excel, Word, PowerPoint, Outlook, and Teams.
• Strong project management, planning, coordination, and organizational skills.
• Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.
• Ability to analyze financial, operational, and programmatic information and identify trends or areas for improvement.
• Strong problem-solving and critical-thinking skills with the ability to anticipate challenges and recommend solutions.
• Excellent written, verbal, and interpersonal communication skills.
• Strong facilitation and relationship-building skills, with the ability to work effectively across departments and with external partners.
• Ability to create reports, presentations, dashboards, and other materials that support informed decision-making.
• Ability to maintain a high level of accuracy, attention to detail, and follow-through.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Ability to work independently while exercising sound judgment and initiative.
• Ability to support senior leadership by coordinating priorities, tracking action items, and ensuring timely execution of key initiatives.
• Ability to foster collaboration, accountability, and customer service among diverse stakeholders.
• Demonstrated commitment to continuous improvement and operational excellence.
• Commitment to MAAC's mission, values, and commitment to serving the community.
• Must have a physical examination and TB clearance as required by state and federal regulations and a drug screen by a doctor/clinic designated by MAAC prior to the first day of employment.
• All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.
• Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.
• Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier.
• Incumbents will be enrolled in the California DMV Pull Program.

Nice To Haves

• Advanced proficiency in Microsoft Excel, preferred
• Experience in a nonprofit, government, community development, workforce development, economic development, or related environment preferred.
• Experience using financial management systems; NetSuite experience preferred.

Responsibilities

• Coordinate the implementation and tracking of departmental strategic initiatives, grant-funded projects, and special projects.
• Develop and maintain project plans, timelines, workplans, and tracking tools to support successful project implementation.
• Coordinate activities among staff, departments, funders, consultants, and community partners to ensure projects remain on schedule and aligned with goals.
• Facilitate meetings, track action items, and support timely completion of project deliverables.
• Monitor departmental goals, key performance indicators (KPIs), and outcomes; maintain dashboards and reporting tools as assigned.
• Collect, organize, and summarize data, project updates, and performance information for leadership review.
• Support development and maintenance of departmental procedures, templates, and organizational tools that improve efficiency and consistency.
• Assist with planning and coordination of department meetings, trainings, events, and strategic planning activities.
• Serve as the primary liaison between the Economic Development Department and the central Fiscal Department.
• Coordinate the fiscal setup of new grants, programs, and funding opportunities.
• Monitor program expenditures and assist with budget tracking, forecasting, and financial reporting.
• Support development and maintenance of program budgets, budget modifications, and expenditure reports.
• Coordinate funder invoices, reimbursement requests, and supporting documentation to ensure timely submission.
• Track grant deliverables, reporting deadlines, and compliance requirements.
• Assist with preparation of programmatic and financial reports for funders and internal stakeholders.
• Maintain grant, budget, and project records in accordance with organizational and funder requirements.
• Coordinate departmental purchasing and procurement activities in accordance with MAAC policies and procedures.
• Obtain quotes, process purchase requests, and coordinate with vendors, contractors, and internal departments as needed.
• Support procurement of equipment, supplies, technology, and services necessary for program operations.
• Maintain procurement records and supporting documentation.
• Monitor purchasing activities to help ensure expenditures align with approved budgets and grant requirements.
• Provide fiscal and operational support to the Director of Economic Development in managing departmental priorities and initiatives.
• Coordinate meetings involving internal and external stakeholders, including scheduling, agenda development, meeting materials, and follow-up activities.
• Track assignments, deadlines, and action items resulting from leadership meetings and department initiatives.
• Assist with preparation of reports, presentations, correspondence, and other materials.
• Coordinate travel arrangements, expense reports, purchasing requests, and other administrative activities as needed.
• Build and maintain effective working relationships with MAAC departments, funders, partners, consultants, and vendors.
• Represent the Economic Development Department on internal workgroups, committees, and special projects as assigned.
• Perform other related duties as assigned.

Benefits

• MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree