Operations Coordinator
BACKGROUND
Founded 30 years ago, the Robert W. Deutsch Foundation invests in innovative people, programs, and ideas that improve the quality of life in Baltimore and beyond. The Foundation’s grantmaking focuses primarily in the areas of digital equity, community development, and arts and culture.
The Robert W. Deutsch Foundation is an equal opportunity employer that values diversity, equity, and inclusion.
ROLE
The Robert W. Deutsch Foundation seeks a skilled administrator to support day-to-day operations at the Foundation. Reporting to the Director of Operations, the Operations Coordinator provides administrative and logistical support to a small but high performing team to ensure programmatic goals and objectives are accomplished and operations run efficiently. The ideal candidate is flexible and dependable, with a high level of initiative, and the ability to work independently on a variety of tasks.
The Operations Coordinator maintains an objective approach to the work and the varying strategies supported, helping to ensure all the Foundation’s work is being leveraged to improve lives and communities while also working to create social change across issues and place.
POSITION DETAILS
This is an exempt full-time position with a starting salary of $45,000. Benefits include medical/dental/vision coverage, retirement plan with employer match, and paid time off. The Foundation also offers a generous holiday and vacation allowance, and promotes learning and professional development opportunities.
REPORTS TO
The position reports to the Director of Operations.
PRIMARY RESPONSIBILITIES
Office Administration
● Screen calls and manage general email inboxes
● Receive and distribute mail and manage outgoing mailings
● Manage front door access and provide a welcoming atmosphere to visitors
● Serve as the point person for in-house technology (Wifi, Smart TVs, projectors, etc.) for staff and visitors
● Manage logistics and provide technical assistance for on-site meetings including space reservation, room setup/breakdown and catering
● Provide technical support for virtual meetings and events
● Troubleshoot minor issues related to computers, printers, phones and AV equipment and keep Director of Operations informed of any ongoing or critical problems
● Manage shared team calendar and organize staff meetings, lunches and other team events
● Assist with the scheduling of job interviews (virtual and in person), as needed
● Scan and file documents in Google Drive and maintain accurate files
● Order, stock and organize office and kitchen supplies
● Perform routine data entry
● Provide general administrative support including copying, scanning and printing
Facilities Management
● Conduct daily building check to ensure systems are operational and spaces are tidy and well maintained
● Assist with scheduling for routine building maintenance and repair requests, and act as point of contact for on-site service providers
● Monitor and document building maintenance and repairs
● Maintain equipment in the shared kitchen area (dishwasher, Keurig etc.)
Support for Senior Staff
● Assist in the management of the calendars of Senior Staff; schedule meetings and arrange travel as needed
● Coordinate the scheduling, preparation, and logistics of appointments and meetings with internal and external stakeholders; including advocates, partners, grantees, philanthropic leaders, community leaders etc.
REQUIRED QUALIFICATIONS
● Bachelor’s degree and 1-3 years experience in an office administration or similar role, or an equivalent combination of learned and professional experience
● Tech savvy with the ability to troubleshoot and resolve routine technical issues
● Proficiency in Google Suite, Drive, Adobe and Zoom; and the ability to master other digital tools and programs quickly
● Demonstrated problem-solving skills
● Ability to operate in fast-paced environment
● Strong planning and organizational skills, with excellent attention to detail
● Independent and self-directed; requiring little management
● Desire to work in an environment requiring significant collaboration
● Excellent writing, verbal and interpersonal skills
*This job description will evolve over time and is subject to periodic updates. At management’s discretion, the employee may be assigned different or additional duties of similar complexity.
Note: All Robert W. Deutsch Foundation employees and new hires are required to be vaccinated against Covid-19 as a condition of employment. All vaccinated employees are required to show proof of vaccination to include the date(s) and type of vaccine. No explanations or other personal health information will be requested or reviewed.