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Operations Assistant



Department: International Funders for Indigenous Peoples
Job Status: Full-Time
Days Worked:
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Job Description

Organization Summary
The International Funders for Indigenous Peoples (IFIP) is the only global funder network dedicated to Indigenous Peoples worldwide. IFIP’s mission fosters Indigenous solutions and partnerships among Indigenous Peoples and funders around the globe. The organization’s strategic goal is to expand the sphere of funders and collaborative action among funders and Indigenous Peoples to resource and advance issues of importance to Indigenous Peoples.

Position Overview
IFIP is looking for a mission-driven, skillful, and highly-motivated individual who is able to manage different administrative functions to join our small team as the Operations Assistant. This position offers an opportunity to work with a range of stakeholders in the philanthropic sector, including members, and Indigenous partners. Understanding of, and respect for, Indigenous Peoples and local communities is essential for the position. Reporting to the Executive Director, this position will focus on administrative tasks, some bookkeeping, membership renewals and CRM maintenance, and program logistical support. This position is immediately remote, but will likely be transitioned to our Sacramento office in 2021.

Duties and Responsibilities:

Core and Essential Responsibilities - the duties described below are provided as examples and are not to be considered as exclusive or all-inclusive:

Administrative and Bookkeeping Coordination

  • Serve as primary, front-line contact for the organization; handle inquiries from the general public via phone, email, answer questions and/or direct them to the appropriate staff member(s) as needed;
  • Provide operational office management for digital filing systems, computer systems, mail/correspondence, scheduling, office supplies, for all telecommunications and voice systems.
  • Prepare and maintain data and filing records; enter and retrieve data; assist with producing invoices, producing various documents, summaries, and reports.
  • Coordinate with accountant and assist with processing and coding of payment requests, receipts, travel reports, and other financial information.
  • Oversee maintenance and provide basic computer equipment troubleshooting; liaison with the Information Technology and CRM contractors to submit requests or resolve issues.
  • Organize travel arrangements as required including lodging and air travel.

Membership

  • Liaise with staff to maintain familiarity with members’ activities and interests.
  • Using the CRM, keep member information up to date, tracks, and monitors membership including dues and grants processing.
  • Serve as constituent record management (CRM) database lead by inputting income (donations, membership fees, grants, event registrations, etc.), processing and completing related CRM tasks.
  • Serve as the lead staff to maintain the CRM and liaise with CRM vendor for improvements and staff training.
  • Ensures that internal and external information on members and prospects is kept up to date and organized. Updates and monitors the CRM and member email lists, and prepares reports as appropriate including information for accounting records.
  • Process and monitor online sources of donations; enter and process donations and billing records. Reconcile donation transactions with the bookkeeper and coordinate this information with staff.

Program Support

  • Organize, handle, and provide logistical support for in-person and virtual events and meetings, including setting up registration and monitoring event registration.
  • Support with creation of online surveys and other methods of data collection.
  • Represents IFIP at network and philanthropy sector events, and appropriate IFIP members events and programs.
  • Performs special projects and other duties as assigned.

Knowledge, Skills and Abilities

Qualifications: - • Skillful administrative and office methods, procedures, and techniques, including manual and automated filing systems, information storage and retrieval systems, business correspondence, and operating policies and procedures.
• Constituent record management (CRM) databases for donor management. Work to a high degree of accuracy and attention to detail and maintain accurate records and files.
• Ability to manage multiple projects simultaneously, and monitor progress towards goals.
• Familiarity in planning, coordinating, and executing events and meetings.
• Attention to detail and on-time delivery of high-quality products.
• Innovative thinker and problem solver, ability to troubleshoot for solutions.
• Utilize personal computers and computer software to perform word processing, spreadsheet, database, email marketing, CRM, and other specialized functions.
• Effective, demonstrated communication skills in written, oral, electronic and social media. Excellent interpersonal communication skills in English.
• Self-motivated and able to work independently and also as part of a team that includes not just our staff and Board but also our members and partners across the world.
Requirements: - • Bachelor’s degree with coursework in business or non-profit administration, marketing, communications, international development, international relations, and/or a related field.
• Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying.
• Two years of experience in providing secretarial/administrative, experience with CRMs, document storage, and data entry.
• Bilingual in English and Spanish .
• Ability to work flexible hours.

Additional Information

Start date: IFIP seeks to fill this position by October 1st, 2020. Position will remain open until filled.

Compensation: Competitive non-profit salary and benefits package.

Application Special Instructions

Please complete the employment application, submit a cover letter and resume in PDF format. Resumes submitted without a cover letter will not be reviewed.