Operations coordinator

POSITION SUMMARY

Through TriNet, the Operations Coordinator is responsible for HR programs and projects. This position is full-time and has no direct supervisory responsibilities.

Areas of reSponsibility

• Provide high-quality, personalized service to office visitors of the RSF Foundation.
• Oversee office operations to ensure administrative tasks are accomplished effectively and efficiently. This includes but is not limited to logging and sorting of mail including online email; ordering supplies; ordering and maintenance of new equipment; maintenance of company calendar, rental room requests, coordination of staff and board events
• Serve as the primary initial point of contact for the Foundation on the phone and in person.
• Provide office support to staff as needed.
• Update, clean up, and maintain C-Suite profiles as well as maintain Admin and Donor portions of SharePoint database.
• Assist the DFO in managing relationships with vendors and property manager.
• Work closely with the Finance team on organizational procedures and organization policies obtaining board approval when required.
• Assist finance staff in assessing monthly administrative fees for all managed Funds and transfer fees from Gift & Grant checking to Admin Checking.
• Submit organization policies and other information required for National Standards certification.

• Liaison with TriNet for all HR functions of the Rancho Santa Fe Foundation.
• Perform payroll entry approvals (as needed)
• Assist DFO with the reconciliation of compensation and benefits accounts in C-Suite.
• Coordinate annual benefits open enrollment with TriNet and NFP (broker).
• Work with CEO and DFO to establish HR policies and procedures that promote the Foundation’s culture and vision and ensure regulatory compliance.
• Works with Trinet and RSFF’s employment legal counsel in the development and implementation of the Employee Handbook, IIPP, WVP, and other HR policies
• Maintains record retention for all HR documents according to the Foundation's retention policy.
• Leads investigatory processes with regard to complaints of discrimination, harassment, employee ADA accommodation, and misconduct
• Maintains knowledge of advancements in the field including new laws and regulations.

• Act as liaison between CEO and Directors. Provide all necessary materials for Board and Committee meetings, socials, events and gatherings.
• Assist with production of meeting materials, organize staff input and communicate all logistics for board and committee meetings
• Update and maintain all staff, board & donor materials: board roster and board and committee documents, Foundation forms, Onboarding materials, Board Manual, etc.
• Effectively communicate and inform all Directors, Committee Chairs and Committee members regarding meetings, meeting materials, calendar invitations and responsibilities.
• Attend and take minutes for board and committee meetings.
• Maintain board and committee rosters, distribution lists, board manual and distribute periodic updates as needed.
• Coordinate onboarding of new Directors with CEO, providing all materials necessary
• Keep calendar up to date for each meeting, ensuring distribution lists are accurate for each committee.

• Provide support for all RSF Foundation events and participate in RSF Foundation special events as needed.
• Attend all Executive Committee and Board of Director’s meetings
• Assist DFO with insurance policies and other duties as needed.
• Assumes responsibility for special projects as requested by CEO.
• Embraces professional development and education opportunities to ensure job-related skills and knowledge continues to grow.

• Bachelor’s degree in business, or related field with two years of experience in an operations role for a nonprofit or similar professional setting.
• Understanding of basic finance and accounting.
• Understanding of basic HR principals
• Two+ years’ experience working with executive-level volunteers and Boards a plus.
• Enjoys working with a team but can also function independently and hold themselves accountable.
• Good project and process management experience.
• Strong interpersonal style with exceptional listening, verbal and written communication skills; ability to represent RSFF with professional, business and community organizations.
• Success in handling multiple priorities; ability to handle ambiguity and nuances; well-organized with strong follow-up and follow-through; and ability to leverage limited resources.
• Highly motivated with a strong work ethic; proven record of exceeding goals and objectives.
• Demonstrated proficiency with technology including HRIS systems, Microsoft Office package and experience working with CRM systems.
• Valid California Driver’s License and acceptable driving record; must be able to utilize own transportation for fieldwork (with expense reimbursement)
• Demonstrated passion for the nonprofit sector and the mission of the Foundation.