Operations & Administration Coordinator

ORGANIZATION: Causewave Community Partners TITLE: Operations & Administration Coordinator REPORTS TO: Director of Finance & Administration This is a full-time position. Here’s what Causewave can offer you: • Competitive pay and benefits package, including 100% coverage of single health and dental insurance • Primarily in office with limited work from home potential • Paid time off, including vacation, sick, and 16 holidays per year (includes 2 floating holidays) • Flexible employer contributions after one calendar year of employment for retirement, student loan repayment or other needs • $1,000 annual professional development budget • Annual cell phone stipend • Awesome colleagues and a culture where everyone’s ideas matter • Exciting, meaningful work: You’ll know every day that your work is making a difference in our community! Here’s what we’re looking for in an Operations & Administration Coordinator: The Operations & Administration Coordinator serves as a foundational member of the Causewave Community Partners team, critical to our daily operations and the seamless coordination of our organization's diverse functions. This position acts as the operational hub of the organization—managing the office environment, supporting executive scheduling, facilitating finance and HR processes, and providing essential program administrative support. The ideal candidate is a proactive, detail-oriented professional who takes pride in maintaining efficient systems and brings a collaborative, solutions-oriented approach to their work. The Operations & Administration Coordinator should have experience with and ability to manage the following: Finance & HR support: • Assist the Director of Finance & Administration with accounts payable, invoicing, and monthly close procedures • Process and track payments received by the organization • Assist with collection of partner invoices and vendor documentation • Support HR activities including onboarding coordination and personnel file maintenance • Partner with the Director of Finance on team support activities as needed Office management responsibilities: • Serve as the operational hub of the office—ensuring a welcoming, organized, and fully functioning workplace • Manage inventory of office supplies and equipment; prepare and submit purchase orders as needed • Coordinate with vendors, manage service contracts, and ensure office equipment is maintained • Greet visitors and manage general organizational correspondence • Maintain organized physical and digital filing systems • Contribute to Causewave's positive culture by coordinating office celebrations and staff-engagement activities. Executive & leadership calendar management: • Manage and maintain the President and CEO’s calendar, including scheduling meetings, appointments, and travel arrangements • Anticipate scheduling conflicts and proactively coordinate with internal and external stakeholders • Prepare agendas, meeting materials, and follow-up summaries as needed • Support broader leadership team calendar coordination across the organization Board administrative support: • Coordinate and attend board meetings, including preparing and distributing meeting materials. • Record and maintain accurate board meeting minutes. • Manage board member scheduling and correspondence. • Assist with board-related tasks as assigned. Data entry & records management: • Accurately enter and maintain data across organizational systems and databases • Generate reports and compile information as requested by leadership • Maintain up-to-date contact lists, donor records, partner information, and staff files • Ensure data integrity and confidentiality across all records Program, Development & Administrative Support: • Provide essential administrative support to program and development staff, including scheduling, correspondence, and document preparation • Manage organizational mail and assist with donor acknowledgement processes • Support the coordination of workshops, trainings, partner-facing events, and fundraising activities • Assist in tracking program deliverables, deadlines, and commitments Some other things to consider when evaluating if this role is right for you: • Detail-oriented: You catch things others miss. Whether it’s a scheduling conflict, a data entry error, or a supply running low, you’re on it before it becomes a problem. • Self-starter: You don’t wait to be told what needs to be done. You see what’s needed and take initiative—then follow through without being asked twice. • Organized: You will juggle multiple priorities and tasks across different parts of the organization. You’re great at planning, prioritization, and: Getting. Stuff. Done. • Positive attitude: You bring energy and optimism to your work, even when things get busy. People enjoy working with you, and that matters here. • Tech-savvy: You’re comfortable picking up new software and systems quickly, and you use technology to work smarter, not harder. • Team attitude: We are all on the same team, and when one of us succeeds, we all do. That means you’ll look for opportunities to pitch in on things that may not be in your job description—both big and small. Preferred experience for this role: • Minimum 2 years of relevant professional experience (internships count) • Excellent organizational skills and exceptional attention to detail • Strong project management skills—able to plan, track, and follow through from start to finish • Proficiency with technology including Microsoft Office Suite, Google Workspace, and comfort learning new software • Experience in finance, bookkeeping, or HR processes • Strong customer service orientation • Bachelor’s or Associate’s degree in a related field, or an equivalent combination of education and experience. Required: Valid driver’s license and access to reliable transportation We’re committed to diversity. Causewave recognizes the importance of a culture that embraces diversity and appreciates and values individual differences. We are actively working to increase the diversity of our staff, board and vendors; create an inclusive, respectful and equitable environment; serve our diverse customers with culturally sensitive programs and services; and continually improve Causewave’s policies and practices through learning and leadership. We’re eager for new team members to bring their unique experiences and perspectives to the table to improve our work, inside & out. Our vision for the future. Causewave Community Partners’ long-term vision is this: ours will be a community known for addressing big challenges through collaboration, and our organization will be one of the primary justifications for that reputation. We’ll be a magnet for passionate people looking to do good and the place where ideas, causes and organizations come to build momentum around their mission. DON’T MEET EVERY SINGLE REQUIREMENT? We still encourage you to apply! Studies show that women, non-binary applicants, and people of color are less likely to apply for jobs unless they meet every single qualification. However, at Causewave, our diverse backgrounds, perspectives, identities, and talents help us thrive. Are you our next team member? Application info: We’re excited for the future and the addition of another amazing team member to help us fulfill our vision. If you’re excited too, apply at: info@causewave.org. Submissions must include a resume AND either a cover letter or video submission (1-minute max). The salary range for this role is $20–25 per hour. This range is for illustrative purposes only, and salary offers are commensurate with experience.