Operations Coordinator

South End Stories - Cambridge, MA

Part-time

Cambridge, MA

About the position

The Operations Coordinator at South End Stories is responsible for managing various administrative tasks related to hiring, payroll, grants, contracts, and budgeting. This role supports the organization by ensuring compliance with policies, maintaining financial records, and facilitating communication among team members. The position is part-time, offering flexibility while requiring some travel for events and training.

Responsibilities

• Finalize and send offer letters and contracts.
• Collect, support, and track new hires in their hiring paperwork, including Intiman & SPS requirements when applicable.
• Create, share, and maintain timesheets through Gusto.
• Review and approve timesheet hours, ensuring alignment with South End Stories policies.
• Collect and store grant contracts and MOUs.
• Maintain benchmarks for invoice reporting timelines.
• Prepare invoices and budget documents to submit to funders.
• Collect and distribute Certificates of Insurance (COIs).
• Submit check requests for invoices, educator, and/or student stipends.
• Track and code expenses, maintaining budget actuals and underspend tracking.
• Assist with adjustments to the budget as needed, including donations and underspend adjustments.
• Create invoices and breakdown of costs for project proposals.
• Attend program, assessment, curriculum development, and staff meetings regularly to support the inner workings of South End Stories.
• Meet bi-weekly with a bookkeeper to support their records and collaborate on systems.

Requirements

• Experience in administrative support or operations coordination.
• Proficiency in using payroll systems like Gusto.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines effectively.

Nice-to-haves

• Experience with grant management and invoicing processes.
• Familiarity with budgeting and financial tracking.

Benefits

• Paid holidays
• Sick leave
• Vacation
• Personal time
• Medical insurance
• Dental insurance
• Vision insurance