Position Title: Operations Coordinator
Reports To: President & CEO
Location: Bay Area office, hybrid remote/in-office schedule
PRIMARY RESPONSIBILITY
The Operations Coordinator is responsible for all aspects of operations at California Humanities, including bookkeeping, facility management, technology support, systems management, and office administration.
ACCOUNTING
- Process vendor bills and ensure proper coding of expenses per instructions provided, using QuickBooks and Bill.com.
- Track payments made to independent contractors.
- Record all grants/contracts to be paid.
- Manage W-9s and other documents for all new vendors; file W-9s for independent contractors.
- Coordinate grant payments with the accountant and the Grants Manager.
- Keep track of every financial transaction, including invoices and records of payment, for financial management and audit purposes.
- Work with California Humanities accountants on financial procedures and the annual audit, as necessary
FACILITIES MANAGEMENT, TECHNOLOGY SUPPORT, AND SYSTEMS MANAGEMENT
- Manage all aspects of California Humanities facilities and troubleshoot any issues that arise; monitor leases for the office with the CEO.
- Manage and oversee the development and implementation of appropriate technological strategies for California Humanities within available resources.
- Work with the contracted IT support firm to ensure that California Humanities has up-to-date and functioning computer and IT services, and coordinate support requests with staff.
- Develop and maintain an emergency response plan and Workplace Violence Prevention Plan (with contracted Human Resources) for the Bay Area office, and train staff on implementation annually.
- Maintain office equipment and phone systems in the Bay Area office and for remote employees as required.
- Provide technical assistance and support to staff with regard to computer and phone systems, as well as all office equipment.
- Manage all operational systems used by California Humanities (email, calendar, server, conference call vendor, file sharing, etc.); work with appropriate staff to research and select all new requested systems; continually reevaluate current systems to ensure California Humanities is utilizing the best systems and receiving the best pricing available.
- Serve as liaison between California Humanities and any consultants/vendors who provide operational services and support.
- Maintain a record of any fixed assets purchased (computers, furniture, etc.).
- Ensure that all offices remain at operational capacity with regard to technology, equipment, and facilities, including the appearance of offices. This includes the construction and placement of new office furniture, as well as the upkeep and cleanliness of all storage areas (both on- and off-site).
- Attend Board meetings and prepare reports for board members as requested by the CEO.
- Work with appropriate staff to provide technology implementation and oversight for the production of events and programs, as needed.
GENERAL, OPERATIONS, AND ADMINISTRATIVE SUPPORT
- Primary responsibility for handling California Humanities’ mail and registering incoming checks as part of the organization’s accounting function.
- Primary responsibility for ordering and reorganizing office supplies and print materials (letterhead, business cards, collateral), and ensuring the office remains at operational capacity with regard to supplies.
- Manage and update the office calendar to keep all staff abreast of California Humanities’ activities.
- Collect and file monthly advocacy timesheets from all staff, and forward these timesheets quarterly to accounting.
- Oversee California Humanities staff retreats, celebrations, and other social gatherings.
- Work with the CEO and appropriate staff on other organizational events as requested.
- Provide general office oversight and serve as the first point of contact for general phone and email inquiries.
Qualifications:
- Minimum of 4-5 years of experience in an office, preferably in a non-profit environment.
- Experience with technology systems and facilities management.
- Experience with QuickBooks, Bill.com, and Microsoft Office 365.
- Ability to juggle multiple tasks, be responsive to staff requests, and understand how to prioritize competing needs.
While California Humanities is based in the Bay Area, with a second office in Los Angeles, the position can work remotely, but is expected to work in the Bay Area office at least once a week.
This is a regular, full-time, non-exempt position with hourly compensation of $36.00 – $41.00 per hour, depending on experience. Benefits package includes a 7% employer contribution to a 403b plan; 100% medical, dental, and vision for employees; and life, short-term, and long-term disability coverage. This is a full-time temporary position through December 2025, with the possibility of extension.
Please send a resume and cover letter to jobs@calhum.org by August 22, 2025.
California Humanities is an equal opportunity employer and believes in a diverse workforce; applicants from all backgrounds are encouraged to apply.
ABOUT CALIFORNIA HUMANITIES
California Humanities, a nonprofit partner of the National Endowment for the Humanities, promotes the humanities – focused on ideas, conversation, and learning – as relevant, meaningful ways to understand the human condition and connect us to each other in order to help strengthen California. California Humanities has provided grants and programs across the state since 1975. To learn more visit www.calhum.org, or follow us on Facebook, Twitter and Instagram.
