Operations Assistant

Galvanize USA; Seattle (WA); On-site; USD 62,000 - 65,000; Full time

Benefits offered by this job

Health insurance

401k plan

Paid time off

Holidays

Volunteer leave

Job summary

Galvanize USA is seeking an Operations Assistant to support finance, contracting, people & culture, and IT across a fiscally sponsored multi-entity. The role helps maintain funds data and collaborates with the Development Team on records in NGPVAN and EveryAction toolsets.

The position requires independence on a remote team, basic travel 1–2 times per year, and proficiency with key tools like 1Password, Asana, Google Suite, MS Office, NGPVAN/EveryAction, Slack and Zoom.

Qualifications

• 1–2 years of compliance, data management or contract administration experience.
• Willingness to travel 1–2 times per year.
• Proficient with 1Password, Asana, Google Suite, MS Office, NGPVAN/EveryAction, Slack and Zoom, or able to learn quickly.

Responsibilities

• Finance, contracting and revenue tracking tasks including invoices and reconciliation.
• People and culture support such as onboarding, ATS maintenance and team events.
• Operational data & infrastructure duties including tech stack administration and help desk support.
• Develop, implement and update SOPs for the organization.
• All employees must complete timesheets and related processes.

Skills

Compliance experience

Data management

Contract administration

1Password

Asana

Google Suite

MS Office

NGPVAN/EveryAction

Slack

Zoom

Tools

1Password

Asana

Google Suite

MS Office

NGPVAN/EveryAction

Slack

Zoom

Job description

Galvanize USA is seeking an Operations Assistant to serve integral functions across our multi-entity, fiscally sponsored organization. The Operations Assistant will support work related to finance, contract development, people & culture, and information technology. Additionally, the role will play a key role in maintaining incoming funds data and infrastructure, collaborating with the Development Team’s maintenance of records currently housed in NGPVAN and EveryAction toolsets.

Responsibilities:

• Finance, Contracting, and Revenue Tracking
  • Review, log, and submit invoices for payment
  • Support credit card reconciliation process across the team
  • Manage contracting process from start to finish
  • Work with Director of Finance and program staff to ensure expenditures are authorized
  • Regularly upload incoming funds into internal CRM, reconciling pledges and supporting/troubleshooting with the Fundraising team as needed.
  • Maintain CRM, ensuring that data is clean, de-duped, and functional; design and execute regular data hygiene processes
• People and Culture
  • Support hiring process execution, including document management, posting open positions, scheduling interviews and internal tasks, managing job simulations, and maintaining our applicant tracking system (JazzHR)
  • Manage onboarding and offboarding logistics
  • Administer our people management tool (Leapsome), initiating surveys, review cycles, and more
  • Coordinate team event logistics
  • Plan, organize, and execute team celebrations (birthdays, employment anniversaries, life event celebrations, and 1-3 virtual “parties” per year)
  • Maintain shared HR Drive folders and documents
• Operational Data & Infrastructure
  • Serve as an administrator for our operational tech stack: create new user accounts, troubleshoot account issues, train and support staff to maximize tools, and more
  • Function as help desk for team members across the organization to answer and troubleshoot operational tech questions
  • Maintain organization of Shared Google Drive folders
• Develop, implement, and update organizational policies and standard operating procedures (SOPs).
• All employees of Hopewell Fund are required to complete timesheets
• Perform other duties as needed

About You:

• You can work well independently on a remote team
• You can manage up and laterally with staff at all levels with confidence
• You like finding elegant solutions to complicated problems
• You can translate database and data infrastructure concepts to non-technical staff
• You are confident in developing, implementing, and maintaining cross-organization processes and procedures
• You believe in investing in training of colleagues to support long term organizational health and growth
• You are trustworthy, especially with confidential information
• You are committed to our mission of unlocking the power of women to advance progress for all
• You are committed to understanding how race, class, gender, and other identities operate to create systemic oppression, and you have a deep commitment to doing the work of unlearning these habits as part of our individual and collective equity work as an organization

Required Qualifications:

• 1-2 years of compliance, data management, or contract administration experience.
• Ability to travel, as needed (typically, 1-2 times/year)
• Proficiency with 1Password, Asana, Google Suite, MS Office, NGPVAN/EveryAction, Slack, and Zoom, or the ability to independently and quickly learn.

Position Summary

Galvanize USA is seeking an Operations Assistant to serve integral functions across our multi-entity, fiscally sponsored organization. The Operations Assistant will support work related to finance, contract development, people & culture, and information technology. Additionally, the role will play a key role in maintaining incoming funds data and infrastructure, collaborating with the Development Team’s maintenance of records currently housed in NGPVAN and EveryAction toolsets.

Responsibilities:

• Finance, Contracting, and Revenue Tracking
  • Review, log, and submit invoices for payment
  • Support credit card reconciliation process across the team
  • Manage contracting process from start to finish
  • Work with Director of Finance and program staff to ensure expenditures are authorized
  • Regularly upload incoming funds into internal CRM, reconciling pledges and supporting/troubleshooting with the Fundraising team as needed.
  • Maintain CRM, ensuring that data is clean, de-duped, and functional; design and execute regular data hygiene processes
• People and Culture
  • Support hiring process execution, including document management, posting open positions, scheduling interviews and internal tasks, managing job simulations, and maintaining our applicant tracking system (JazzHR)
  • Manage onboarding and offboarding logistics
  • Administer our people management tool (Leapsome), initiating surveys, review cycles, and more
  • Coordinate team event logistics
  • Plan, organize, and execute team celebrations (birthdays, employment anniversaries, life event celebrations, and 1-3 virtual “parties” per year)
  • Maintain shared HR Drive folders and documents
• Operational Data & Infrastructure
  • Serve as an administrator for our operational tech stack: create new user accounts, troubleshoot account issues, train and support staff to maximize tools, and more
  • Function as help desk for team members across the organization to answer and troubleshoot operational tech questions
  • Maintain organization of Shared Google Drive folders
• Miscellaneous responsibilities
  • Develop, implement, and update organizational policies and standard operating procedures (SOPs).
  • All employees of Hopewell Fund are required to complete timesheets
  • Perform other duties as needed

About You:

• You can work well independently on a remote team
• You can manage up and laterally with staff at all levels with confidence
• You like finding elegant solutions to complicated problems
• You can translate database and data infrastructure concepts to non-technical staff
• You are confident in developing, implementing, and maintaining cross-organization processes and procedures
• You believe in investing in training of colleagues to support long term organizational health and growth
• You are trustworthy, especially with confidential information
• You are committed to our mission of unlocking the power of women to advance progress for all
• You are committed to understanding how race, class, gender, and other identities operate to create systemic oppression, and you have a deep commitment to doing the work of unlearning these habits as part of our individual and collective equity work as an organization

Required Qualifications:

• 1-2 years of compliance, data management, or contract administration experience.
• Ability to travel, as needed (typically, 1-2 times/year)
• Proficiency with 1Password, Asana, Google Suite, MS Office, NGPVAN/EveryAction, Slack, and Zoom, or the ability to independently and quickly learn.

Highly Value Qualifications:

The following qualifications are not required, but will be highly valuable in this role:

• Knowledge of 501(c)(3), 501(c)(4), and political organizations.
• Direct experience with Microsoft Sharepoint, Ramp, JazzHR, and Salesforce

Compensation & Benefits

The starting salary range for this position is $62,000-65,000. Placement within this band will be determined based on years of prior experience and relevant skills. To adhere to an internal compensation policy, offers to new hires are non-negotiable.

Galvanize USA also offers a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in the 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions. Employees are also eligible for pre-tax transportation benefits. Employees will receive 120 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.

About Galvanize USA

Galvanize USA is a nonpartisan civic empowerment program with a mission to build an America that works for everyone. The division in politics today is causing more and more women to step back from civic engagement. We believe there is a different way forward – one that is rooted in meaningful connection and where we get the support we need, feel less alone, and learn & grow together. We use data-driven research to support our audience in building strong communities, defending against disinformation, and meaningfully engaging in civic life. To learn more, visit galvanizeusa.org.

Employees of Galvanize USA also work part-time for a coordinated 501(c)(4) project, Galvanize Action. Galvanize Action identifies, engages, and moves moderate women in rural, small town, and suburban America to reliably support progress. To learn more, visit galvanizeaction.org.

Hiring Statement

Galvanize USA is a project of Hopewell Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. Hopewell Fund is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Hopewell Fund’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

Galvanize Action is a project of Sixteen Thirty Fund, a 501(c)(4) social welfare organization.

E-Verify

Hopewell participates in E-Verify and will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the United States. Job candidates and employees authorized to work may not be discriminated against on the basis of national origin or citizenship status.