Operations Coordinator

humin; Madison (WI); Hybrid; USD 63,000 - 77,000; Full time

Benefits offered by this job

Health benefits package

Flexible/remote work arrangements

Professional development resources

Job summary

Humin, Inc. is seeking a highly organized Operations Coordinator to provide administrative and operational support across the organization and to the Office of the CEO.

This role involves coordinating meetings and events, supporting people processes, managing administrative systems, and assisting the CEO, Board, and philanthropic activities. The position is hybrid and based in Madison, WI, with an expectation to work in the office about one day per week.

Qualifications

• 2+ years of experience in administrative, operations, coordination, executive support, event coordination, or similar work.
• Demonstrated ability to manage multiple priorities, coordinate detailed work, and reliably follow through to completion.
• Ability to travel to Humin's Madison office approximately one day per week and onsite at other times as organizational needs require.

Responsibilities

• Coordinate administrative aspects of hiring, including posting jobs and managing candidate communications.
• Support CEO scheduling, calendar coordination, travel, expenses, and other administrative needs.
• Support donor and partner communications and CRM maintenance.
• Coordinate meetings, events, travel, venues, and materials for Leadership Team and all-staff gatherings.

Skills

Administrative experience

Operations coordination

Executive support

Event coordination

Communication

Google Workspace

Project management

Tools

Google Workspace

CRM systems

Microsoft Office

Job description

Operations Coordinator

Organization: Humin, Inc.

Type: Full-time (exempt)

Location: Hybrid - Madison, WI based; expected to work in office approximately one day per week

Reports To: Finance Manager

Overview

Humin (formerly Healthy Minds Innovations) is a global nonprofit on a mission to make wellbeing real by translating science into action. Our work spans from the personal to the global. The Healthy Minds Program app-recognized by The New York Times, Healthline, Sports Illustrated, Vogue, and Business Insider-delivers free, science-based wellbeing training to millions worldwide. The Kindness Curriculum-which guided Sesame Street's season on kindness and has an Emmy–winning video series-equips children with lifelong tools for compassion. Beyond individual tools, Humin provides wellbeing science services to organizations, strengthening performance while advancing human flourishing at scale. Founded on the research of world-renowned neuroscientist Richard J. Davidson, and through ongoing work with the Center for Healthy Minds at the University of Wisconsin–Madison and other leading research institutions, we continue to turn breakthrough discovery into real-world impact. Humin is building a world that is kinder, wiser, and more compassionate, one where flourishing is possible for everyone, everywhere.

Opportunity and Summary

Humin is seeking a highly organized, proactive Operations Coordinator to provide administrative and operational support across the organization and to the Office of the CEO. This role is responsible for helping keep the day-to-day work of the organization moving - from coordinating meetings and events and supporting people processes to managing administrative systems and providing direct support to the CEO, Board, and philanthropic activities.

The ideal candidate is someone who enjoys making things run smoothly. They are highly organized and detail-oriented, anticipate what is needed, and take ownership of following work through to completion. They are comfortable moving between different types of work and priorities and are willing to jump in where support is needed.

As a technology-oriented organization, Humin also relies on a range of tools and systems to support its work. This person does not need to be a technology expert, but should be comfortable using and learning new tools, managing information and processes within systems, and figuring things out when they encounter something unfamiliar.

Key Responsibilities

Operations Coordination (60%)

People & HR Administration

• Coordinate administrative aspects of hiring, including posting jobs and managing candidate tracking, interview scheduling, and candidate communications.
• Support employee onboarding, offboarding, performance management, and other recurring people processes, including coordination of technology and tool access.

Meetings, Events & Team Coordination

• Coordinate scheduling and logistics for Leadership Team, all-staff, retreats, and other organizational meetings and events, including venues, travel/lodging, catering, materials, and onsite support.
• Maintain organizational calendars and support cross-team scheduling and coordination.

General Operations & Administration

• Manage day-to-day administrative operations, including equipment and supplies, purchasing and shipping, incoming mail, shared operational email accounts, and team celebrations.
• Coordinate organizational administrative requirements, registrations, licenses, and other recurring or one-time operational needs.
• Support the organization and administration of Google Workspace, shared files, and other organizational technology tools and systems.

Office of the CEO (40%)

CEO & Administrative Support

• Manage CEO scheduling, calendar coordination, travel, expenses, and other administrative needs.
• Anticipate upcoming needs and coordinate information, logistics, and follow-up to support the CEO's work.

Development, Philanthropic & Partnership Support

• Support donor and partner communications, stewardship, and relationship-building activities, including outreach, acknowledgment letters, and related administrative follow-up.
• Maintain relevant CRM and contact lists and support research on prospective donors and partners, briefing materials, and other development, philanthropic, and partnership activities.

Board Administration, Governance Support & Special Projects

• Coordinate Board meeting scheduling, logistics, materials, minutes, and other administrative governance needs.

• Coordinate special projects, one-time administrative tasks, and emerging organizational needs, adapting to changing priorities and carrying work through to completion.

Core Competencies

We are looking for someone who demonstrates strength in the following areas:

• Organization & Execution: Builds effective systems and approaches to manage multiple priorities, deadlines, schedules, and details; plans and coordinates multi-step work and reliably follows through to completion.
• Proactivity & Anticipation: Anticipates upcoming needs, dependencies, and potential challenges; identifies missing information, asks thoughtful questions, and takes initiative to determine and act on appropriate next steps.
• Attention to Detail & Judgment: Produces accurate, thorough, and polished work and applies sound judgment and discretion when navigating incomplete information, competing priorities, and sensitive employee, executive, Board, donor, or organizational matters.
• Communication & Relationship Management: Communicates clearly, professionally, and thoughtfully across a range of internal and external stakeholders; adapts communication to the audience and context and builds positive working relationships.
• Technology & Systems Fluency: Applies technology and systems effectively to organize information, coordinate work, and support organizational processes; learns new tools quickly and independently and troubleshoots routine issues as they arise.

Ideal Candidate Profile

We know there are many paths to developing the skills and experience needed to be successful in this role. We're looking for candidates who demonstrate most of the qualifications below, but we don't expect you to check every box. If you're excited about the role and believe your experience-however you've gained it-has prepared you to contribute, we encourage you to apply.

• At least 2 years of experience in administrative, operations, coordination, executive support, event coordination, or similar work.
• Demonstrated ability to manage multiple priorities, coordinate detailed work, and reliably follow through to completion.
• Strong written and verbal communication skills and ability to communicate effectively with a range of internal and external stakeholders.
• Comfort using Google Workspace and demonstrated ability to learn and navigate new technology platforms and tools.
• Demonstrated ability to exercise sound judgment and handle sensitive or confidential information with discretion.
• Deep interest and commitment in (or lived alignment with) wellbeing, mindfulness, and the science of human flourishing.
• Ability to travel to Humin's Madison office approximately one day per week and onsite at other times as organizational needs require.
• We conduct background checks as part of our pre-employment screening process and follow all EEOC and FCRA regulations regarding the use of criminal records in the hiring process.
• Ability to work in the US without requiring sponsorship.
• Experience working in a nonprofit, philanthropic, mission-driven, or donor-facing environment.
• Experience working in a technology-oriented environment.
• Experience supporting senior leaders, Boards, donors, or other external stakeholders.
• Experience coordinating organizational meetings, retreats, events, or other multi-step projects.
• We seek candidates with an awareness of and commitment to the principles of diversity, equity and inclusion across all spectrums.

Why This Role

• Gain broad exposure across organizational operations, people administration, executive support, philanthropy, and nonprofit governance.
• Work closely with Humin's CEO and organizational leaders while supporting work across the organization.
• Build experience managing the systems, processes, and coordination that help a growing, technology-oriented organization operate effectively.
• Take on meaningful ownership early while continuing to build skills and experience across multiple areas of organizational operations.

Compensation and Benefits

The salary for this role is $70,000. To support consistency and equity in our compensation and hiring practices, this salary is fixed and is not negotiable. Humin also offers a comprehensive health and benefits package, generous paid time off, flexible/remote work arrangements, and professional development resources.

Equity and inclusion are integral to achieving the vision of Humin. Humin is committed to continuously increasing the cultural competence of its leadership and staff through organization-wide forums and professional development opportunities. We strongly encourage people from underrepresented groups to apply.