Operations Assistant

Galvanize USA • Seattle, WA

2d • $62,000 - $65,000 • Remote

About The Position

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.

Requirements

• 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.

Nice To Haves

• Knowledge of 501(c)(3), 501(c)(4), and political organizations.
• Direct experience with Microsoft Sharepoint, Ramp, JazzHR, and Salesforce

Responsibilities

• 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
• 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
• 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
• 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

Benefits

• 100% employer-paid health, dental, and vision insurance for employees (and their families).
• Enrollment in the 401k retirement plan
• 3% automatic contribution to 401k
• Up to a 3% employer match on 401k contributions
• Pre-tax transportation benefits
• 120 hours of vacation time
• 80 hours of health leave
• Up to 2 days of casual leave
• 20 hours of volunteer leave annually
• 13 paid holidays throughout the calendar year
• 12 weeks of paid family and medical leave after 90 days of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed