JOB TITLE: OPERATIONS COORDINATOR (OC)

Position Summary: Serves as the central coordination hub for the Executive Director (ED) and Chief Operating Officer (COO) providing high-level support with grant management, curating organizational knowledge bases, and leading the administrative side of project management—tracking milestones, risks, deliverables, and cross-department dependencies for all strategic initiatives sponsored or managed by the ED/COO, enabling leadership to concentrate on high-level strategy and external relations. Additionally, this position manages executive calendars, the shared grant communications inbox, and meeting logistics.
Department/ Team | Reports To | Classification | Work Location
Operations & Finance | COO/ ED | FT; Non-Exempt | Hybrid: Remote + SB HQ or satellite office (as needed).

QUALIFICATIONS:

• Required Education & Certifications: A high school diploma (or equivalent) is required; additional credentials—such as an associate’s or bachelor’s in business, communications, or a related field plus professional coursework in administration, operations, or project coordination—are highly valued.
• Required Experience: At least 3 years supporting senior leaders in high-volume administrative, scheduling, and project-coordination roles. Also, demonstrated success managing complex calendars, shared inboxes, and meeting logistics across multiple stakeholders.
• Preferred Qualifications: Familiarity with nonprofit operations, particularly coordinating grant or vendor communications, supporting multi-team projects, and navigating cloud-based document and scheduling systems.

CORE COMPETENCIES / SKILLS:

• Proactive prioritization & follow-through.
• Clear, concise written and verbal communication.
• Confidentiality & professional discretion.
• Mastery of Google Workspace (Docs, Sheets, Calendar, Gmail).
• Competence with modern project-tracking platforms (e.g., Asana, Notion)
• Meticulous attention to detail & document organization.
• Collaborative mindset and customer-service orientation.

DRIVING / VEHICLE REQUIREMENTS:

• Access to reliable transportation when local travel is required.
• When operating any vehicle (personal, rental, rideshare, or loaned) for YAP business, a valid California driver’s license and current auto liability insurance must be maintained.

BACKGROUND-CHECK / CLEARANCE REQUIREMENTS:

• Live Scan DOJ/FBI fingerprint clearance completed before start date.
• Negative TB screening (renewed every four years).
• Employment reference and education verification.
• Satisfactory driving record on file—pull-notice enrollment required if you will operate any vehicle (personal, rental, or loaned) on YAP business.

• Executive Calendars & Scheduling: Manage ED/COO calendars—prioritize, accept/decline, resolve conflicts—and deliver daily briefings with agendas, background, and logistics.
• Shared Inbox & Communication Hub: Own the grant operation inbox—triage grant, vendor, and program queries; draft/proof replies; escalate when needed—and act as the front-line contact for routine ED/COO correspondence while safeguarding confidentiality.
• Meeting Logistics & Documentation: Arrange all in-person/virtual meetings (rooms, Zoom, catering, visitor protocols); record minutes and action items, circulate within 24 hours, and track follow-ups.
• Project & Initiative Tracking: Create and steward comprehensive digital project workspaces for ED/COO initiatives—assign owners, track milestones, surface risks early, and keep teams aligned with clear daily briefs and concise weekly status updates.
• Knowledge-Base & Document Management: Steward Google Drive and team workspaces to ensure folder hygiene, version control, and rapid retrieval; compile board packets, policies, and archival records.
• Cross-Functional & Special Projects: Provide research, coordinate surveys, and assist finance, HR, and program teams with operational and event logistics as assigned.
• Continuous Improvement:
• Audit office workflows quarterly, update the Ops Coordinator SOP guide, and champion AI/automation to boost efficiency.
• Supervisory Responsibilities: None