RemoteAbility to travel as needed, typically 1–2 times per year.
Business & StrategyBusiness Operations
No H1B Sponsorship
About the job
Requirements
Have 1–2 years of compliance, data management, or contract administration experience.
Be able to travel as needed, typically 1–2 times per year.
Be proficient with 1Password, Asana, Google Suite, Microsoft Office, NGPVAN/EveryAction, Slack, and Zoom, or be able to learn them independently and quickly.
Work effectively independently on a remote team.
Manage up and laterally with staff at all levels.
Translate database and data infrastructure concepts for non-technical staff.
Develop, implement, and maintain cross-organization processes and procedures.
Handle confidential information trustworthily.
Be committed to the organization's mission and equity work, including understanding how race, class, gender, and other identities operate to create systemic oppression and unlearning these habits individually and collectively.
Complete timesheets as required for Hopewell Fund employees.
Responsibilities
Review, log, and submit invoices for payment.
Support the team's credit card reconciliation process.
Manage contracting from start to finish.
Work with the Director of Finance and program staff to ensure expenditures are authorized.
Upload incoming funds to the internal customer relationship management system, reconcile pledges, and support or troubleshoot with the Fundraising team.
Maintain the customer relationship management system, keep data clean, deduplicated, and functional, and design and execute regular data-hygiene processes.
Support hiring execution, including document management, posting open positions, scheduling interviews and internal tasks, managing job simulations, and maintaining the JazzHR applicant tracking system.
Manage onboarding and offboarding logistics.
Administer Leapsome, including initiating surveys and review cycles.
Coordinate team-event logistics.
Plan, organize, and execute team celebrations, including birthdays, employment anniversaries, life-event celebrations, and 1–3 virtual parties per year.
Maintain shared human-resources Drive folders and documents.
Administer the operational technology stack by creating user accounts, troubleshooting account issues, and training and supporting staff in using tools.
Serve as a help desk for organization team members by answering and troubleshooting operational technology questions.
Maintain the organization of shared Google Drive folders.
Develop, implement, and update organizational policies and standard operating procedures.
Perform other duties as needed.
Desired Qualifications
Knowledge of 501(c)(3), 501(c)(4), and political organizations.
Direct experience with Microsoft SharePoint, Ramp, JazzHR, and Salesforce.
Position Summary
Galvanize USA is seeking an Operations Assistant to serve integral functions across our multi-entity, fiscally sponsored organization. The Operations Assistant will support work related to finance, contract development, people & culture, and information technology. Additionally, the role will play a key role in maintaining incoming funds data and infrastructure, collaborating with the Development Team’s maintenance of records currently housed in NGPVAN and EveryAction toolsets.
Responsibilities:
Finance, Contracting, and Revenue Tracking
Review, log, and submit invoices for payment
Support credit card reconciliation process across the team
Manage contracting process from start to finish
Work with Director of Finance and program staff to ensure expenditures are authorized
Regularly upload incoming funds into internal CRM, reconciling pledges and supporting/troubleshooting with the Fundraising team as needed.
Maintain CRM, ensuring that data is clean, de-duped, and functional; design and execute regular data hygiene processes
People and Culture
Support hiring process execution, including document management, posting open positions, scheduling interviews and internal tasks, managing job simulations, and maintaining our applicant tracking system (JazzHR)
Manage onboarding and offboarding logistics
Administer our people management tool (Leapsome), initiating surveys, review cycles, and more
Coordinate team event logistics
Plan, organize, and execute team celebrations (birthdays, employment anniversaries, life event celebrations, and 1-3 virtual “parties” per year)
Maintain shared HR Drive folders and documents
Operational Data & Infrastructure
Serve as an administrator for our operational tech stack: create new user accounts, troubleshoot account issues, train and support staff to maximize tools, and more
Function as help desk for team members across the organization to answer and troubleshoot operational tech questions
Maintain organization of Shared Google Drive folders
Miscellaneous responsibilities
Develop, implement, and update organizational policies and standard operating procedures (SOPs).
All employees of Hopewell Fund are required to complete timesheets
Perform other duties as needed
About You:
You can work well independently on a remote team
You can manage up and laterally with staff at all levels with confidence
You like finding elegant solutions to complicated problems
You can translate database and data infrastructure concepts to non-technical staff
You are confident in developing, implementing, and maintaining cross-organization processes and procedures
You believe in investing in training of colleagues to support long term organizational health and growth
You are trustworthy, especially with confidential information
You are committed to our mission of unlocking the power of women to advance progress for all
You are committed to understanding how race, class, gender, and other identities operate to create systemic oppression, and you have a deep commitment to doing the work of unlearning these habits as part of our individual and collective equity work as an organization
Required Qualifications:
1-2 years of compliance, data management, or contract administration experience.
Ability to travel, as needed (typically, 1-2 times/year)
Proficiency with 1Password, Asana, Google Suite, MS Office, NGPVAN/EveryAction, Slack, and Zoom, or the ability to independently and quickly learn.
Highly Value Qualifications:
The following qualifications are not required, but will be highly valuable in this role:
Knowledge of 501(c)(3), 501(c)(4), and political organizations.
Direct experience with Microsoft Sharepoint, Ramp, JazzHR, and Salesforce
Compensation & Benefits
The starting salary range for this position is $62,000-65,000. Placement within this band will be determined based on years of prior experience and relevant skills. To adhere to an internal compensation policy, offers to new hires are non-negotiable.
Galvanize USA also offers a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in the 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions. Employees are also eligible for pre-tax transportation benefits. Employees will receive 120 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.
How to Apply
Submit a resume and reply to the custom application questions. Preference will be given to applications submitted before September 23.
Sometimes the emails we send through our automated system end up in spam—please keep an eye on your spam folder just in case. You may also pre-emptively approve emails from the domain @applytojob.com.
About Galvanize USA
Galvanize USA is a nonpartisan civic empowerment program with a mission to build an America that works for everyone. The division in politics today is causing more and more women to step back from civic engagement. We believe there is a different way forward – one that is rooted in meaningful connection and where we get the support we need, feel less alone, and learn & grow together. We use data-driven research to support our audience in building strong communities, defending against disinformation, and meaningfully engaging in civic life. To learn more, visit galvanizeusa.org.
Employees of Galvanize USA also work part-time for a coordinated 501(c)(4) project, Galvanize Action. Galvanize Action identifies, engages, and moves moderate women in rural, small town, and suburban America to reliably support progress. To learn more, visit galvanizeaction.org.
Hiring Statement
Galvanize USA is a project of Hopewell Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. Hopewell Fund is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Hopewell Fund’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.
Galvanize Action is a project of Sixteen Thirty Fund, a 501(c)(4) social welfare organization.
E-Verify
Hopewell participates in E-Verify and will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the United States. Job candidates and employees authorized to work may not be discriminated against on the basis of national origin or citizenship status.