Operations Administrator

Inquiring Systems, Inc. (ISI) - Over the past forty years, ISI’s primary purpose is to provide support and education in service to a sustainable future. ISI offerings include fiscal sponsorship (appx 70 projects), business management services, and project development. inquiringsystems.org

Job description

ISI is seeking to fill the role of Operations Administrator. This is a full- time role with benefits including paid time off, medical, and retirement plans. The ideal candidate will reside in or around the Santa Rosa, CA area. Reporting to the CEO, this position manages the daily operational functions.

The main responsibilities include but are not limited to grant documentation management, database management, client notifications of funding, assisting with monthly reporting and special projects as assigned. In addition to these duties this role will be the first point of contact for all incoming calls, processing and distribution of mail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversee grant award documentation processing and management for multiple fiscally-sponsored projects

• Collaborate with the CEO and HR, managing growth over time

• Working in partnership with the CEO, implementing new processes and procedures to better serve the project directors

• Ownership of one-time special projects, as necessitated

• Maintain continuous lines of communication, keeping the CEO informed of all important issues

• Assists with financial record keeping, working with the bookkeeping department and auditors as needed

• Daily donor and grant deposits as needed

• Responding to client requests and inquiries including office switchboard

• Other duties as assigned

REQUIREMENTS:

• Bachelor’s degree

• 3+ years’ experience in a nonprofit environment
• 5+ years of experience in financial/organizational management; QuickBooks experience (preferred)

• Technology: High level of competency with various standard platforms, applications; Dropbox, Google Docs, Zoom, CRM, Office 365, Acrobat, Last Pass, etc.

• Energetic, flexible, collaborative, and proactive; a team player who can positively and productively impact both strategic and administration initiatives.

• Selected candidate must be organized, detail-oriented, and have superb communication skills with all levels of employees.

• Reliable transportation to travel to/from the main office, post office, bank, etc.

COMPETENCIES

Communication: Expresses thoughts clearly and concisely (both written and verbally).

Critical Evaluation & Analytical Skills: Interpret information to make business decisions and recommendations. Provide guidance to organizational stakeholders.

Ethical Practices: Integrates core values, integrity, and accountability throughout all organizational and business practices.

Cultural Awareness: Values and considers the perspectives and backgrounds of all parties.

Leadership: Uses positive skills to maximize the efforts of others towards the achievement of mutual goals.

Systemic & Strategic Thinking: Understand how parts of a system influence another within a whole to reduce inconsistencies.

Relationship Management: manages interactions to provide service and to support the organization.

Service-Oriented: Responds with a sense of urgency to meet the needs of customers, employees, and suppliers.

Communication: Expresses thoughts clearly and concisely (both written and verbally).

Results-Oriented: Effective in the planning, prioritization, and timely execution of work.

Self-Management and Development: Takes personal responsibility for own growth and development.

Teamwork: Modifies personal style, focusing on the needs of others, and listening effectively to achieve a common goal.

Change: Embraces and creates change.

Business Acumen: Understand and apply information to contribute to the organization’s strategic plan.

Please email your resume and cover letter to the following email addresses.

pam@inquiringsystems.org

cheryl@inquiringsystems.org