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Operations Coordinator

Employer
Lewis and Clark College
Location
Oregon, United States
Salary
Salary Not Specified
Posted date
Sep 20, 2021

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Position Type
Faculty Positions, Business & Management, Business Administration, Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Financial Affairs, Development & Advancement
Salary Band
Not specified
Employment Type
Full Time
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Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please close this window and log into Workday and click on Talent and Performance to apply internally.
Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Why NCVLI

Join a national nonprofit that fights for the voices of crime victims. National Crime Victim Law Institute (NCVLI) is a nonprofit legal institute located at Lewis & Clark Law School in downtown Portland offices. NCVLI’s fights for victims’ voices and rights through crime victim centered legal advocacy, education, and resource sharing. NCVLI promotes crime victims’ rights in criminal, civil, military and administrative justice systems nationwide through litigation (in the form of amicus curiae, occasional direct representation, and legal technical assistance); education through publications and trainings (both in-person and technology-assisted); and public policy development. For more information about NCVLI, visit the website: www.ncvli.org .

NCVLI operates in partnership with Lewis & Clark and offers competitive health (medical, dental, vision) benefits, generous paid time off, paid holidays, employee assistance programs, retirement plan with a 9% match, and subsidized TriMet passes.

Lewis & Clark follows CDC and state OSHA guidelines for employee safety. As such, we are requiring employees and students to provide proof of COVID-19 vaccination or to wear face coverings on campus or in downtown Portland offices. In light of the global pandemic NCVLI staff are currently working remote. In the future, NCVLI staff will return to work at our downtown office once conditions of the pandemic make in-person work safe again.

Job Summary

NCVLI seeks an experienced, process-minded, and detail-oriented collaborator for the Operations Coordinator position. The Operations Coordinator will report directly to the Director of Administration and Operations and will be primarily responsible for managing the systems, processes, and administration that keep NCVLI running smoothly. This position will be responsible for internal information systems, fiscal coordination and operations administration. This position requires a passion for maintaining data and an understanding as to how data is key to informing storytelling and decision making. To be successful in this position, the ideal candidate has a keen attention to detail, loves problem solving, is stellar at keeping themselves and others organized, has responsive follow-through, can communicate efficiently in writing, and values building relationships in order to work as a team and as act as lead for various projects. We are looking for a systems-thinker who demonstrates an ambitious professional interest in the data systems associated with running a national nonprofit, enjoys continuous improvement of systems, appreciates the need to use discretion and can be accountable for these essential core functions.

NCVLI is funded primarily by government grants and contracts, and this position is dependent upon grant funding.

Application Requirements

Please submit with your Workday application the following:
  • Resume

  • Cover Letter:
    • Upload your cover letter on the My Experience screen in the resume section on the Workday application site.

    • In your Cover Letter, please make it a point to address the skills and experiences you bring to this role, as outlined above. Specifically, we would appreciate you addressing:
      • Your commitment to NCVLI’s work, mission, and values

      • Why you are interested in this role specifically

      • How your experience and background have prepared you for a role like this

  • Diversity Statement: Please outline your experiences with diversity, equity, and inclusion.

Description of Duties & Responsibilities

Internal Information Systems
  • Maintain and build out organizational case management and database system (e.g., cloud-based application such as Clio) including becoming in-house expert and providing team trainings and implementing new processes.

  • Maintain and build out use of Asana projects, including becoming in-house Asana expert and providing team trainings and implementing new processes.

  • Oversee the day-to-day maintenance of the organization’s data systems to ensure accurate and timely data collection, coding, analysis, and reporting.

  • Responsible for membership data entry, gift processing and gift acknowledgment in a timely manner.

  • Manage the contact, donor and email databases, including updating and maintenance.

  • Lead data entry initiatives to ensure consistent and accurate reporting

  • Responsible for data auditing and cleansing, and recommending data hygiene screenings and other initiatives to improve data quality.

  • Serve as the point person for generating reports, queries, and exports from databases including familiarity with complex reports.

  • Create and maintain reporting standards, including data definitions/data dictionary.

  • Be proactive regarding daily database issues. Be willing and able to solve data problems or conflicts through personal initiative.

  • Manage the database security and user permissions

Fiscal Coordination
  • Perform full-cycle Accounts Payable to ensure timely payment of vendors and subgrantees

  • Follow-up on approvals, receipts and enter invoices.

  • Resolve contract, invoice, or payment discrepancies and documentation.

  • Process cash receipts and other accounting/data entry transactions into the general ledger.

  • Prepare deposits and deliver to the bank on a weekly basis.

  • Produce and maintain various tracking and reconciliation reports on a monthly basis.

  • Maintain the general ledger and subsidiary journals, including cash receipts, accounts payable, and assisting with accounts receivable.

  • Work with Director of Administration and Operations to ensure compliance with internal control and accounting policies and procedures.

  • Assist the Director of Administration and Operations with month-end and year-end functions.

Operations Coordination
  • Manage activities essential to the daily operations of NCVLI’s virtual/remote and in person office, including purchasing, inventory, and scheduling.

  • Coordinate maintenance of office and office equipment.

  • Support staff with administrative and technology requests, and provide training as necessary for new systems.

  • Develop office operations and systems as needed, or improve upon existing systems for greater efficiency and functioning.

  • Research new tools and applications for team and organizational use.

  • Train applicable staff in use of the applications and all standard departmental procedures.

Other Duties as Assigned (5%)

Minimum Qualifications
  • College course work in data systems, accounting, economics, business administration, or a closely related field, or equivalent knowledge and experience gained and demonstrated in a professional capacity.

  • Three (3) years of database coordination experience, preferably in a nonprofit environment .

  • Three (3) years of work experience in accounting and/or financial administration, preferably in a nonprofit environment .

  • Three (3) years of office administration/operations experience, preferably in a nonprofit environment .

  • Excellent interpersonal skills with the ability to collaborate and work as part of a team, exceptional verbal and written communication skills.

  • Ability to think creatively and analytically to develop and improve systems, processes, and procedures.

  • Outstanding organizational skills, attention to detail, and the ability to manage multiple deadlines and priorities.

  • Skilled at processing data, with accuracy and attention to detail in a legal or nonprofit setting.

  • Demonstrated ability to execute accounting concepts and to support the full accounts payable cycle

  • Experienced with data tracking and maintenance, preferably including constituent management and data imports

  • Experience using multiple software applications including: Sage/Peachtree; Time Matters; Clio; Google (e.g., Docs, Sheets, Calendar); Microsoft Office Suite (e.g., Word, Excel, PowerPoint).

  • A commitment to providing quality stewardship to all NCVLI constituents, and the ability to develop a positive working relationship with staff, volunteers, board members, donors, and community supporters.

  • Demonstrated ability to work as part of a team to advance organizational mission and voice and to perform a variety of duties as needed in the organization.

  • Experience working with or in diverse communities.

  • Committed to issues affecting crime victims as well as to the interconnected issues of racial, economic and gender justice, and fighting systems of oppression.

  • Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College.

  • Commitment to and ability to articulate NCVLI’s mission.

  • High standards of ethical conduct and confidentiality.

Preferred Qualifications
  • Four-year degree or at least 5 years equivalent knowledge and experience gained and demonstrated in a professional capacity.

  • Five (5) years of database coordination experience, preferably in a nonprofit environment .

  • Five (5) years of work experience in accounting and/or financial administration, preferably in a nonprofit environment .

  • Five (5) years of office administration/operations experience, preferably in a nonprofit environment .

  • Advanced knowledge and applied experience using multiple software applications including: Sage/Peachtree; Time Matters; Clio; Asana; Google (e.g., Docs, Sheets, Calendar); Microsoft Office Suite (e.g., Word, Excel, PowerPoint).

  • Experience providing training and support for operations.

  • Certificates in Accounting or Database Administration

  • Experience supporting an annual financial statement audit

  • Experience with best practices in data hygiene, including auditing and cleansing to improve data quality.

  • Experience overseeing and managing database migrations

  • Experience working in or with the nonprofit sector

  • Experience working in or with victim services field

  • Experience working with legal field

  • Conversational exposure to multiple languages to aid NCVLI’s continued efforts toward inclusivity.

Schedule
  • Full-time

  • 37.5 hours per week (1.0 FTE)

  • Benefits Eligible: Yes

Payrate
  • $50,000 - $55,000 annually DOE

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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