Operations Coordinator

United Women of Color; Huntsville (AL); On-site; USD 36,000 - 41,000; Full time

Job summary

United Women of Color seeks an Operations Coordinator to keep day-to-day operations and staff workflows organized. You will implement processes, support staff in using systems, and ensure tasks, records, deadlines, and follow-ups stay on track.

The ideal candidate is organized, dependable, and can solve routine problems independently while reinforcing established procedures. 90-day probation is included.

Qualifications

• Strong organization, attention to detail, and follow-through.
• Ability to work independently with minimal supervision.
• Experience with Google Workspace and basic project tools.
• Administrative, operations, or nonprofit experience preferred.

Responsibilities

• Coordinate organizational calendars, meetings, schedules, and administrative needs.
• Monitor inventory and coordinate office, program, and marketing supply orders.
• Coordinate vendors, printing, transportation, meeting materials, and event logistics.
• Check and process mail, prepare deposits, and handle routine organizational correspondence.
• Maintain organized forms, receipts, operational records, calendars, and administrative files.
• Track purchases, deadlines, assignments, and required follow-up.
• Resolve routine operational questions and problems without escalating to the Executive Director.

Skills

Organization

Attention to detail

Independent work

Problem solving

Process training

Multitasking

Communication

Integrity

Systems navigation

Nonprofit ops experience

Tools

Google Workspace

Asana

Action Network

Harvest

Job description

Company Description

United Women of Color is a 501(c)(3) nonprofit organization that strengthens North Alabama by expanding civic engagement, developing community leaders, and removing barriers to opportunity and justice. Through digital-skills training, organizing, advocacy, and community care, we equip residents with the tools and confidence to take action, influence decisions, and help build a more inclusive and connected democracy. The organization brings people together across ethnicities to promote advancement, equity, and leadership. Through community programs, advocacy, and collaboration with local partners, United Women of Color provides resources and opportunities for growth. Team members contribute to initiatives that support education, civic engagement, and community-building in an inclusive, mission-driven environment.

Position Summary

The Operations Coordinator helps keep UWOC’s day-to-day operations, systems, and staff workflows organized and moving. This role coordinates administrative operations, implements organizational processes, supports staff in using established systems, and helps ensure assignments, records, deadlines, and follow-up do not fall through the cracks.

The ideal candidate is a highly organized, dependable self-starter who can solve routine problems independently, reinforce established processes, and recognize when an issue requires leadership input.

Key Responsibilities

Operations & Administration

• Coordinate organizational calendars, meetings, schedules, and administrative needs
• Monitor inventory and coordinate office, program, and marketing supply orders
• Coordinate vendors, printing, transportation, meeting materials, and event logistics
• Check and process mail, prepare deposits, and handle routine organizational correspondence
• Maintain organized forms, receipts, operational records, calendars, and administrative files
• Track purchases, deadlines, assignments, and required follow-up
• Resolve routine operational questions and problems without unnecessarily escalating them to the Executive Director

Systems & Process Implementation

• Maintain UWOC’s standard operating procedures, process documentation, templates, and checklists
• Help translate organizational procedures into clear staff workflows
• Maintain UWOC’s staff training and online learning library
• Coordinate required process and systems training for new and existing staff
• Track completion of required organizational training
• Reinforce consistent use of established systems, including Asana, Google Workspace, and other UWOC tools
• Conduct periodic checks to identify missing documentation, incomplete workflows, or processes that are not being followed
• Identify recurring operational problems and recommend improvements to the Executive Director
• Update procedures and training materials when approved processes change

Staff Workflow & Meeting Coordination

• Maintain organizational task and workflow structures in Asana
• Help staff locate and correctly use established procedures, templates, forms, and organizational resources
• Monitor operational deadlines and follow up on outstanding assignments
• Support staff in resolving routine workflow and coordination issues
• Help ensure completed work is properly documented, stored, and closed out
• Prepare for and facilitate weekly staff meetings using UWOC’s established meeting structure
• Coordinate staff meeting agendas, assigned updates, follow-up items, and meeting documentation
• Support onboarding and process orientation for new staff
• Reinforce organizational expectations for documentation, follow-through, file management, and use of established processes
• Escalate repeated process breakdowns, missed requirements, or matters requiring management intervention to the Executive Director

Decision-Making Expectations

• The Operations Coordinator is expected to independently handle routine operational decisions within established UWOC procedures and approved budgets.
• When leadership input or approval is required, the Coordinator is expected to research the issue, identify reasonable options, provide a recommendation, and clearly identify the decision needed rather than simply forwarding the problem to the Executive Director.
• The Operations Coordinator does not independently change organizational policy, establish partnerships, enter contracts, create recurring financial obligations, make personnel decisions, or otherwise commit UWOC outside established authority.

Qualifications

• Strong organization, attention to detail, and follow-through
• Ability to work independently with minimal supervision
• Strong initiative, problem-solving skills, and sound judgment
• Ability to learn, follow, explain, and reinforce organizational processes
• Ability to manage multiple priorities, deadlines, and follow-up
• Strong communication and coordination skills
• High level of integrity, professionalism, discretion, and reliability
• Comfortable helping staff navigate systems and processes without taking ownership of their assigned work
• Proficiency with Google Workspace and ability to learn tools such as Asana, Action Network, Harvest, and other UWOC systems
• Administrative, operations, project coordination, nonprofit, or similar experience preferred

Status: Part Time to Full Time

Hours: Begins at approximately 25 hours per week with expected growth to 40 hours per week

Compensation: $26.50 to $30 per hour commensurate with Experience

Reports To: Executive Director

90-Day Probationary Period

Employment begins with a 90-day probationary period to evaluate reliability, independence, judgment, organization, follow-through, teamwork, problem-solving, process implementation, and successful completion of assigned operational responsibilities.