Operations Coordinator

Education Through Music-Los Angeles-•Burbank, CA

36d•$22 - $24•Hybrid

About The Position

The Operations Coordinator will be a full-time, non-exempt employee. The Operations Coordinator will directly report to and will work closely with the Executive Director, Human Resources Manager and the Finance & Operations Manager as part of the Human Resources and Finance & Operations teams at Education Through Music-Los Angeles. The Operations Coordinator will help further the mission by helping to manage and steward ETM-LA’s internal policies, staffing, human resources, ETM-LA’s resources, cash flow, and assets; they will be part of the culture to ensure that every child, regardless of socio-economic status, receives quality music education in order to reach their fullest potential.

Requirements

Bachelor's Degree in Human Resources, Business Administration, Finance, or related field.
1 year of experience required; additional years of experience may be substituted in lieu of up to 2 years of the required education
Excellent written and verbal communication skills
Possess strong interpersonal skills
Superior organizational skills
Ability to prioritize tasks; highly detailed-oriented; act with integrity, professionalism, and confidentiality
Must be customer service oriented; able to deal with difficult and confidential situations.
Intermediate to strong in office software such as Microsoft Word, Microsoft Excel, and Google Suite; ability to learn new software such as ADP, Quickbooks, and Salesforce
Maintaining a flexible and coachable attitude
Ability to thrive in a collaborative environment
An initiative-taker
Ability to multitask
Mission-driven
Must have reliable transportation to and from work; occasional errands for working duties may be assigned.

Nice To Haves

Nonprofit experience preferred
Specialized knowledge or experience in ADP, Quickbooks, and/or Salesforce preferred

Responsibilities

Maintains the integrity and confidentiality of human resource files and records
Provides administrative and project support to the HR Department
Assists the HR Manager with new hire orientation, completion of paperwork, and the creation of both physical and electronic personnel files
Assists in the initial systems setup for new staff (e.g. email, time-keeping systems)
Oversees Time Off Request administration
Updates employee change status and personal information in all Human Resources Information Systems (HRIS’s)
Troubleshoots HRIS issues
Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately
Answers frequently asked questions from applicants and employees relative to standard policies, benefits, and hiring processes; refers more complex questions to the HR Manager or the Finance & Operations Manager
Sets up interviews and emails interview template confirmation to candidates
Assists with reference checks as needed
Assists the HR Manager in maintaining accurate and up-to-date human resource files, records, and documentation
Assists with ensuring policies are up to date in compliance with federal, state, and local employment laws and regulations
Assists with training employees on policies and procedures
Assists, when needed, in employee relations matters and workers compensation
In conjunction with the Administrative Coordinator, assists with planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations
Performs other HR-related duties as assigned
Conducts bookkeeping, including accounts payable, accounts receivable, cash disbursements, receipts, data entry, and check printing
Prepares first drafts of financial statements (quarterly and as needed for development)
Processes monthly reimbursements
Acts as liaison with vendors for purchase orders, invoices, and accounting issues
Assists with document preparation for financial audit and worker’s compensation audit, under the direction of the Finance & Operations Manager
Maintains fixed assets records
Records and processes in-kind contributions
Assists with maintaining IT and computer systems, including network, back-up systems, new employee email accounts, and telecommunications
Manages the distribution and check in/out process of all music supplies, instruments, equipment, resources, and reference books
Prepares data for Salesforce uploads
Drafts vendor contracts using ETM-LA templates, for review by the Finance & Operations Manager
Completes initial reviews and summaries of external contract drafts and professional development resources, to be reported to the Finance & Operations Manager
Assists with office management, mail, deliveries, and organizing physical and digital records as needed
Supports the Program Assistant as needed with inventory management and donations
Acts as a liaison between attendees, vendors, and staff for ETM-LA meetings, events, and conferences