Operations Coordinator, Families and Communities

About The David and Lucile Packard Foundation

The David & Lucile Packard Foundation was founded in 1964 by David and Lucile Packard. We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. We have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities.

OUR VISION: A just and equitable world where both people and nature flourish.

Our new vision embraces a future where both people and nature flourish in a more just and equitable world. We explicitly acknowledge that the fate of people and the natural environment are inextricably linked. Solutions to the complex challenges we face must account for this interconnectedness.

OUR MISSION: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.

Our new mission takes on the critical work of addressing root causes of the challenges we face and mobilizing people for collective action. In addition to building on approaches that have guided our philanthropy for decades — working in partnership, committing to issues over the long-term, and grounding our work in science, knowledge, and data – we focus on understanding the systems that either accelerate or impede progress. It is only through just and equitable systems that we can find and sustain solutions to some of the biggest challenges we face today.

OUR VALUES: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness

In addition to clarifying our long-held values, we added equity. We will champion equity by treating people with dignity, honoring a range of ideas and perspectives from those closest to the issues, creating inclusive processes, and funding people who have been historically excluded to spur progress for all.  For more information, including our definitions of key concepts, please visit our website.

Position Summary

A key member of the Families and Communities (F&C) team, the Operations Coordinator (OC) provides administrative and operational support to the team. Reporting to the Operations Manager, the OC partners closely with the Foundation’s Accounting, Finance, Legal, IT, and GDO teams to ensure that Families and Communities’ expenses, invoices, contracts, and budgets are accurate, compliant, and up to date. Additionally, the OC supports and/or leads the preparation and coordination of internal and external meetings and events, often working closely with Workplace Services when appropriate. They will participate in a cross-Foundation cohort of peers committed to developing effective goal operations processes, while balancing their team’s unique needs.

Primary Duties and Responsibilities

This role is responsible and accountable for:

Goal Operations & Administration

Invoicing, Budgeting, Contracts, and Expenses

• Process invoices and honoraria in the Foundation’s financial systems, maintain knowledge of the
  Families and Communities’ accounting structure to ensure accuracy of expenditures; coordinate with
  Operations Manager and Families and Communities team to ensure invoices align with contract payment and that the schedule and work has been completed
• In partnership with Operations Managers and peer Operations Coordinators, actively participate in a
  “contracts” cohort, designed to establish a center of expertise, process ownership, and align practices across goal teams for grants operations
• Process US-based service provider/consultant contracts, including partnering with vendors to initiate and complete all vendor compliance requirements, gather tax information, and maintain documentation
• Track and ensure accuracy of operating budget for Families and Communities and review with the Operations Manager to discuss implications and cross-program adjustments to ensure team is within
  budget guidelines for the fiscal year as needed
• Develop and maintain a deep understanding of the Foundation’s operations policies and processes as they relate to expenses, invoicing, contracts, and operations budgets; create and maintain ongoing
  process documentation for Families and Communities team members as needed
• Process expenses for members of the Families and Communities team; set and communicate
  requirements and timelines with team and work with individuals to obtain missing documentation or
  information
• Provide coverage for other operations team members on contract and invoice processing

Event & Team Coordination

• Schedule, support, and/or lead preparation for/coordination of onsite and offsite events and meetings (e.g., event budget review meetings, department meetings, learning sessions, team retreats, grantee
  convenings, etc.)
• Responsible for event support, including venue research, contract management, catering, notetaking, AV support, agenda setting, and content development as needed
• Plan and execute team recognition, teambuilding, and celebration events to build and enhance team
  culture, including scheduling, researching vendors, sourcing materials, creating impactful pre-and postevent communications, and facilitating day-of-activities
• Monitor the Families and Communities’ letter of inquiry inbox and respond to all letters of inquiry requests
• Organize and maintain detailed knowledge of Families and Communities staff documents on shared
  network, including staff information, meeting documents, key reference files, and memos
• Develop streamlined processes, and support creation of Families and Communities onboarding/offboarding process
• Manage ongoing intranet curation, content, and posts for Families and Communities, including training team members as needed
• Provide administrative support to Goal Leadership including scheduling meetings, coordinating and
  booking, and gathering meeting materials as needed
• Support the onboarding process for new employees and external consultants, including conducting trainings and serving as a resource on relevant internal tools, policies, and processes
• Work with individuals and teams across functions, organizations, and countries, including coordinating across different time zones and being available for periodic early morning or evening calls
• Coordinate the preparation of Families and Communities’ initiatives docket materials and presentations for Board of Trustees meetings alongside the Operations Manager, including copyediting memos, slides, and other materials and working closely with Directors/Program Officers to ensure deadlines, requirements, and expectations are met

Organizational Partnerships

• Serve as a point of contact for other Foundation departments, including the Office of the General Counsel, Controller’s Office, Workplace Services, IT, and Facilities
• Coordinate regularly with country advisors and external partners to meet goal team needs
• Collaborate with GDO and initiative team members to improve internal systems and processes, incorporating external and internal feedback to constantly improve how we do our work
• Participate in, and/or lead cross-Foundation projects and workgroups, as appropriate, to achieve
  Foundation goals
• Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions

Other

• Additional tasks, workstreams, or projects as assigned

Qualifications

Education

• An Associate’s degree or equivalent education and experience is required for this role

Experience

• A minimum of 2-3 years of related operations and administrative experience in a fast-paced work
  environment is required for this role.

Knowledge, Skills, and Abilities

• Strong aptitude for administrative, operational, and financial processes
• Ability to coordinate across internal and external stakeholders to understand needs, negotiate
  priorities, and develop alignment
• Ability to handle multiple priorities and meet deadlines, sometimes simultaneous, and anticipate and
  proactively respond to work requests
• Excellent attention to detail and the ability to complete work with a high degree of accuracy and dependability
• Excellent verbal and written communication skills
• Skilled in event or meeting planning and management, with the highest degree of attention to detail
  and able to work well under pressure
• Ability to work in a team-based and collegial workplace
• Ability to be consistent and dependable for full-time work and be available to work overtime as
  needed
• Committed to inclusion and deeply value a workplace that is supportive of difference
• Devoted to growing own cultural competence and willing to participate actively in the Foundation’s
  efforts to integrate DEIB in all facets of our work
• Consistent and dependable for full-time work; able to work overtime when needed
• Experience with MS Outlook, Word, Excel, PowerPoint, electronic filing/maintenance systems, and
  ability to learn other software as needed, experience with digital organizing tools a plus

Compensation and Benefits

The position is full-time. The salary range for this position is $75,000 – $98,000 annually. This salary range is an estimate, and the actual salary may vary based on various factors, including without limitation individual education, experience, tenure, certification, skills, and abilities, as well as internal equity and alignment with market data.  

The David and Lucile Packard Foundation offers excellent benefits for eligible employees. Current benefits include medical (HMO and HDHPs), dental and vision coverage; 15% employer contribution to employee retirement plan; life insurance, disability insurance, vacation, and sick leave; an adoption benefit; fertility benefit; a financial wellness program; health advocacy services, paid time off to volunteer for nonprofit organizations; matching grants for employee contributions to tax exempt organizations; commute assistance; and tuition assistance.