Program Operations Specialist

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Oakland, CA, United States

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15 days ago

Greenpeace is a global, independent campaigning organization that uses peaceful protest and creative communication to expose global environmental problems and promote solutions that are essential to a green and peaceful future. For over fifty years, Greenpeace has fought to save the planet from the threat of global warming, destruction of ancient forests, deterioration of our oceans, and the threat of a nuclear disaster loom large. As an independent organization, Greenpeace does not accept funds from any corporations or government entities. Greenpeace is headquartered in the Netherlands, with offices all around the world in over fifty countries.

The Program Operations Specialist position is a unique opportunity for a passionate individual to be part of the movement to fight climate change. This position is part of the Program Operations Team and is responsible for managing the administrative, communication, and project management needs of the Program Department.

To be successful in this position, candidates should be highly motivated and detail-oriented, with the ability to think and plan ahead, financial experience to draw upon and work independently. The tasks below are indicative of this position, however, the role is dynamic and flexible. The focus of this role changes with the department's needs, our evolving program strategies, and the world. One or a few of the tasks below may become, at any given time, the sole focus of this position for an extended period of time. This position requires multi day travel 2-3 times per year in the US and potentially abroad is necessary.

This is a full time, benefits eligible position based in Washington, DC or Oakland, CA and will report to the Program Operations Manager.

Responsibilities of the Program Operations Specialist include:
Operation Analyzing & Coordination (40%)

  • Analyze, communicate, and assist the Program Operations Manager in establishing and altering systems, protocols, and procedures for the Program department to foster a more streamlined and productive department
  • Support Program Staff in properly following administrative procedures like reconciling expenses, paying contractors, managing accounts and other administrative tasks
  • Maintain information, databases and Google Site with up-to-date information for project teams, program departments and key roles
  • Collect and disseminate information via the newsletter.
  • Be available to fulfill assignments in the field, such as ship tour and action camp support
  • Work with operations teams in Development and Administration to provide organizational support and share organizational knowledge. This includes assuming organizational work, logistical planning, and note-taking when needed
  • Coordinate the onboarding process by coaching line-managers outside of Program Leadership Team through the onboarding process
  • Act as the point person for new hire
  • Raise issues/opportunities to improve the onboarding experience to the Program Operations Manager
  • Run onboarding trainings as necessary
  • Identify and develop management trainings for the Program department and project teams in collaboration with the Operations team and People & Culture
  • Complete other tasks as assigned by the Program Operations Manager

Global and Domestic Project Coordination (40%)

  • Participate on project teams;
  • Attend all project team meetings
  • Complete a range of tasks from administrative tasks, including maintaining all documentation of project up to date, and other tasks like target research, fieldwork, to creating team charters
  • Update and explain operational processes to Project Leaders and Campaign Directors
  • Complete other tasks as assigned by the Project Leader and Campaign Director
  • Coach project leaders and campaign directors through financial processes:
  • Tracking project finances
  • Grants compliance and expense tracking
  • Inter-office financial transfers
  • How to apply and report on internal grants
  • The payment of international vendors
  • Act as the point of contact and project finance controller for global projects led by GPUS to ensure compliance
  • Assist project evaluators in collecting information needed for evaluation, schedule interviews and meetings for evaluation, reporting and learning sections
  • Support the education of Program Staff on financial procedures and needs according to their roles
  • Oversee logistics for project leaders and the relevant campaign directors coordinate across time zones
  • Complete other tasks as assigned by the Project Leader or Campaign Director

Logistics and Communication (20%)

  • Create and execute communications to the Department to provide information on meetings, travel, etc.
  • Responsible for scheduling all Program Department meetings, including the All Program Staff Meeting department brown bag, and any in person retreats or meetings.
  • Manage databases so that documentation, google groups, google calendars, slack channels, asana teams and projects are up to date and accessible to relevant staff
  • Oversee logistics for trainings, retreats, and events across the program department

Requirements for the Program Operations Specialist include:

  • 4-5 years of experience in social change or related organizations;
  • 1-2 years of experience in:
  • Managing projects or campaigning
  • Task managing peers and managers
  • Managing project budgets, financial systems, and invoicing and tracking systems
  • Facilitating trainings and meetings
  • Experience developing, evaluating, and maintaining systems, protocols, and procedures;
  • Ability to work independently and in teams successfully
  • Ability to work across cultures and time zones

Additional qualifications for the Program Operations Specialist include but are not limited to:

  • Ability to manage across and up in a way that is respectful to the limits of their position as a task-manager
  • A communication style that is organized, proactive, with consistent follow up and an orientation towards ensuring that others have the information they need to feel informed and succeed
  • Strong critical thinking and motivation to analyze situations, understand crucial next steps, and solve problems
  • Keen attention to detail
  • Proficiency in Asana, Slack, Google Suite, Mural and demonstrated ability to learn new technology, systems and applications quickly
  • Can do attitude

If you want to join the fight against climate change and believe in environmental justice, please submit an application on our careers page. Applications will be reviewed on a rolling basis and will conclude once we have found the best candidate.

Greenpeace is an Equal Opportunity Employer and does not discriminate on the basis of race, color, class, sex, gender, sexual orientation, disability, family/marital status, religion or other protected classes. We strongly encourage applications from marginalized communities. If you require assistance applying to this opportunity, please contact us.

COVID - 19:
*As of Q1 2022, most Greenpeace employees are working from home due to COVID-19. In accordance with Greenpeace values to maintain a safe and healthy working environment, we have adopted a mandatory COVID-19 vaccination policy to safeguard the health of our employees, supporters, and the community at large from COVID-19.

Current and future employees in need of an exemption from this policy for medical reasons, or because of sincerely held religious beliefs may request exemption. Accommodations will be granted where they do not cause Greenpeace undue hardship or pose a direct threat to the health and safety of others.

Greenpeace USA values a healthy work-life balance and has flexible, family-friendly employment policies. Our competitive benefits package for full-time employees includes medical, dental, and vision coverage with low contributions from staff. We have options for pre tax flexible spending accounts for medical and dependent care costs. Greenpeace employees enjoy generous 6% 401K matching. New staff members receive 3 weeks vacation, 10 sick days, 2 personal days in their first year. Additionally we are closed Christmas Eve through New Year’s Day.

After 1 year of service staff members receive 20 weeks of fully paid parental leave and after five years, staff are eligible for a 12 week paid sabbatical. To encourage public transportation use and biking, we offer subsidies for staff who choose to bike or ride mass transit to work. Greenpeace is committed to the growth and development of staff and fostering a creative workplace culture. For more information, check out our benefits plan.

Only applicants eligible to work and live in the United States without any legal restrictions need apply for this opportunity.

Salary for this position starts at $60,000 and is commensurate with experience.

Job Type: Full-time

Pay: From $60,000.00 per year


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Parental leave
  • Vision insurance


  • 8 hour shift
  • Monday to Friday

Work Location: Multiple Locations