Finance and Operations Department Coordinator

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Sierra Club

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Oakland, CA, United States

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12 days ago

Job Title: Finance and Operations Department Coordinator
Department: Finance and Operations
Location: Oakland, CA strongly preferred. Remote considered. This position will be supporting staff in Oakland and Washington DC offices and remotely, but location is flexible and hybrid work-from-home/in-office scheduling is available. Some infrequent travel and frequent in-office visits should be expected.
Reports To: Acting Chief Operating Officer
Supervises: n/a

Context: At the Sierra Club, we believe in the power of togetherness. Together, we remain committed to the fight for a healthy climate built on a foundation of environmental, racial, economic, and gender justice – a future where all people benefit from a healthy, thriving planet and a direct connection to nature. As the climate crisis and deeply entrenched systemic racism all fuel inequity, we will continue to fight for a bold, transformational agenda that recognizes the interconnectedness between our planet, our humanity, and our democracy. By recognizing that our destinies are tied, we continue to name that all things are fundamentally connected, and the overlap between ecology, race, gender, and representative government will move to either advance our collective humanity or to oppress it.

Sierra Club is comprised of staff across the country and a network of local chapters that support our grassroots engagement. We are also proud to be a unionized employer, with two labor unions representing more than half of our employees.

Scope: The Finance and Operations Department Coordinator provides general administrative and operational support for the Finance and Operations (FinOps) Department, including general office duties, responding to routine inquiries from department staff, daily coordination of the department, and administrative support for the Chief Financial Officer and Chief Operating Officer, and their Deputies, as directed. The FinOps Department Coordinator acts as a liaison among senior department managers, plans and coordinates meeting agendas and schedules, tracks and monitors departmental activities and work projects, attends meetings, handles information related to confidential and sensitive matters, including personnel actions, budgets, legal matters, and management strategy, and executes related special projects and assignments. Maintains the department’s internal intranet site (Campfire), helps manage department-wide systems and processes, creates internal communications, and assists with maintaining files and databases.

Job activities include but are not limited to:

  • Support the efficiency of the Finance and Operations Department. Offer scheduling and logistical support to the FinOps department senior leadership and department managers as needed and directed. Support the overall department’s administrative needs by providing support on tools, processes, meetings, vendor relationships and payments, and purchasing supplies as directed by the COO, CFO, and Senior Executive Assistant. Works with Executive support in a team environment to help cover support during vacations, sick leave and during emergencies. Performs miscellaneous duties, special projects and reports as requested.
  • Manage the Department-wide Communication Plan and Deliverables. Manage the department’s communications plan implementation and content for internal communications, working closely with team managers to ensure goals are being met and assist with the implementation and scheduling of trainings and deliverables. Manage Google groups and other internal communications systems and documents. Manage the department’s incoming and outgoing mail to ensure communications are being relayed to the appropriate stakeholders in a timely manner. This could require being on-site at the Oakland office on a regular basis.
  • Provide support for Internal Events, Meetings and Trainings. Assist with preparing powerpoint presentations, memos, reports as needed and directed. Provide support, scheduling assistance, and logistical coordination in the execution of department activities, including events, trainings, conferences, offsite meetings, retreats, events, and related activities.
  • Identify, Improve and Maintain Systems and Processes. Manage the department’s records retention of both physical and digital files that include contracts and financials, as directed by the Sierra Club Retention Policy. Help develop and implement a variety of reporting and recordkeeping systems and procedures as related to the shared documentation of department-wide memos, presentations, references, training materials, etc.
  • Assists with Maintaining Operational Policies and Processes. Assists with the processing of vendor payments and helps review staff reimbursements and expense reporting, and acts as the liaison between teams and the Accounts Payables/Receivables team as needed. Ensure all operational policies and procedures are understood and followed by FinOps department staff and deadlines are being met as directed by Senior Leadership. Assists with the preparation and evaluation of department Independent Contractor Agreements, as directed by the COO or Senior Executive Assistant.
  • Assists with Personnel-related Tasks. Assists the preparation and submission of HR related materials working closely with the FinOps HR Partner as needed. Works with the Facilities team and IT department with Help Desk submissions related to staff changes, making workspace changes for staff, set-up workspaces for new hires, and other facilities related tasks as needed. Coordinate the collection, distribution and management of confidential documents in support of the day-to-day activities of the COO, CFO and other departmental Senior Leaders.

Standard Overtime: This position requires occasional overtime work around department retreats and on-site meetings and other events or projects. Although these events are not frequent, overtime of 10-15 hours in a week can occur during such times. Overtime is likely not to exceed 40 hours per year, but may depending on need.

The successful candidate must have the following skills and experience:

  • Ability to hold highly sensitive and confidential information. Excellent judgment and a high level of discretion, especially when handling sensitive and/or confidential information.
  • Experience in administrative and supportive roles. Experience planning and coordinating meetings and travel agendas and events. Proficiency with computer and web programs including word processing, spreadsheets, databases, and web forms. Advanced understanding of Google Suite and Word, and Excel. Excellent time management skills and detail oriented. Sound judgment and initiative so that senior managers' needs can be assessed and served to maximize effectiveness and manage time wisely.
  • Ability to work within and improve systems and processes. Ability to interact effectively with different stakeholders. Excellent written and verbal communication skills. Excellent listening skills and ability to ask informed questions. Customer service oriented and able to work across lines of differences to create a pleasant, professional, and inclusive atmosphere in the office, at events, and via other forms of communication. Able to adapt to changing plans and priorities in a fast paced work environment.
  • Advanced skills and practice in working independently. Ability to work with little in-person oversight. A ‘can do’ attitude and strong initiative to identify areas for improvement and jump in with suggestions without being prompted.
  • Equity Analysis and Practice. You are aware of your group identities and how they have shaped your life and experiences at work. You have an analysis of how racism and other forms of oppression in society impact relationships, systems and culture. You bring experience and skills for working effectively with colleagues across group identities and position/role.

The strongest candidates will also demonstrate the following experience, skills and competencies:

  • Able to travel up to 2-3 times a year
  • Experience in a similar role at a mission driven organization
  • Ability to participate in strategic planning
  • General knowledge of accounting, financial, and operational principles and theory
  • Strong analytical and problem solving skills
  • Strong technical skills: Proficient with Google programs, Zoom, Concur, Workday, Microsoft Office

Compensation and Benefits

The salary range for this position is $62,000-$65,000 non-negotiable for salary region 1 (e.g.; Oakland, CA or Washington, DC).

The Sierra Club offers a competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.

This is a category 6 non-exempt, non-represented, confidential position.

Sierra Club is a 501(c)(4) non-profit organization. Sierra Club employees are not eligible to participate in the Federal Public Service Loan Forgiveness (PSLF) Program.

Sierra Club values the expertise and talents of foreign nationals. Sierra Club sponsors both nonimmigrant and immigrant visas when certain criteria are met, based on immigration laws and organizational needs. Such sponsorship is at the discretion of the Department Head and Sierra Club Human Resources in consultation with the employee’s manager. The Sierra Club cannot guarantee the approval of a visa petition. The Sierra Club is an equal opportunity employer committed to workforce diversity.

To Apply

This position does not have an undergraduate education requirement. If you choose to include your education history, please remove your school’s from your resume. You may leave your degree (e.g., "B.A. Philosophy"), but please remove any undergraduate and graduate school names.

This anonymous process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments and mitigating bias in the decision making process.

Lastly, we are intentionally not asking for a cover letter, so please do not send one in with your application.

The position will be open to receive applications until the vacancy is filled.

Explore, enjoy and protect the planet.