Administrative Coordinator, Digdeep Labs

Position: Administrative Coordinator, DigDeep Labs
Location: Remote; Los Angeles, CA; Denver, CO
Employment Type: Full-time, Hourly, Nonexempt
Compensation Range: $26.50/hour - $31.25/hour DOE
Level: Coordinator I
Reports To: Executive Director, DigDeep Labs
Manages: None
Supported By: DigDeep Labs team, Operations team
Education/Experience Preferences: Associate's Degree, or equivalent professional experience preferred
Start Date: ASAP, open until filled
We Are DigDeep
The DigDeep Right to Water Project is a WASH (water, sanitation, and hygiene) organization serving the 2 million + people in the U.S. who still don't have a tap or a toilet at home.
DigDeep believes access to clean water is a human right. We run several nationally recognized programs that empower communities to build their own water and sanitation systems. We won the 2018 US Water Prize for our Navajo Water Project, which has brought clean, running water to hundreds of Native families across New Mexico, Arizona, and Utah. DigDeep launched the Appalachia Water Project in 2020, DigDeep launched the Appalachia Water Project in 2020, in McDowell County, WV. It has since brought clean, sustainable running water to hundreds of families in Southern West Virginia through public - private partnerships with the McDowell County and East Logan PSD's in Wyoming County. In addition to clean running water, the project is installing septic systems and connecting households to centralized sewer. The AWP is now expanding into neighboring states of Kentucky and Virginia to continue its quest of clean water for every Appalachian family. Our water projects expanded in 2022 when we launched our Colonias Water Project. This project works to bring clean, running water to the residents living in communities along the Texas-Mexico border. The Texas colonias are largely unincorporated, low-income communities that fall just outside city limits and often lack basic infrastructure. Our work began in Cochran colonia near El Paso. DigDeep partnered with residents, housing nonprofits, and county officials to innovate a new model for public-private-partnership that brings these basic services to families for the first time. Now we're getting the water flowing in 5 more communities.
The Opportunity
DigDeep is looking for a collaborative, organized, innovative, and detail-oriented person to join our growing DigDeep Labs team as the Administrative Coordinator, DigDeep Labs (AC). Reporting to the Executive Director of DigDeep Labs (ED), the Administrative Coordinator, DigDeep Labs will work to support the ED in creating, managing schedules, communicating with staff and external groups, and keeping organized records. The AC will be responsible for supporting effective workflows within the DigDeep Labs department through excellent organization, communication, and management across various departments within the organization.
The Administrative Coordinator will also support our Water Innovation Fund Program Manager (PM). Our Water Innovation Fund was created to advance community-led WASH solutions and to invest in transformative and catalytic opportunities to close the water access gap in the United States. Tasks in support of the PM will be focused on assisting in the efficient maintenance, administration, and management of the grant distribution programs that provide critical funds to communities and partners across the United States.
This is primarily an administrative support role, so a love of organizing, streamlining systems, and prioritizing tasks is a must! In this role, you will play a key role in liaising between and supporting members of the DigDeep Labs team as they interact with departments across the organization.
Key Responsibilities
This is what you'll do once you join the team:
Administrative Duties

• Calendar management: schedule and manage meetings and events of the ED, keeping them on schedule throughout the day, prioritizing and shifting meetings as conflicts arise
• Meeting support, this will include, but is not limited to: prep the ED for meetings with documentation and a review of purpose, attendees, agenda, and goals; attend internal and external meetings for/with the ED and have a clear understanding of each meeting's purpose and benefit; maintain excellent communication with all participants around location, technology, attendees, and scheduling; document distribution and technology setup and connectivity; take and disseminate meeting notes to appropriate stakeholders
• Support general administrative duties, including, but not limited to: returning calls, answering emails, scanning, photocopying, composing and sending mail/email, and generating other documents as needed
• Draft, format, and distribute information for internal and external communications (ex. memos, emails, presentations, reports, department newsletter, etc.)
• When necessary, serve as a first point of contact for ED, relaying urgent information, updates, or calls as needed
• Serve as the liaison between ED and internal staff and external stakeholders
• Assist with ad-hoc projects and support other tasks as assigned

Grant Administration Duties

• Support the Water Innovation Fund Program Manager with researching and vetting opportunities and the selection process for awarding funds to applicants
• Assist in managing, maintaining, and growing our pipeline of grant distribution opportunities in line with DigDeep's mission
• Support grant administration duties, including, but is not limited to: organizing and maintaining grant files, sending reminders for paperwork and project updates, and updating grants database
• Assist with producing impact reports, storytelling, and updates for other departments as needed
• Assist with set up/break down and staffing in-person events as needed to raise awareness and distribute information about DigDeep services and innovation funds (i.e. vendor booth at a festival)

Travel & Expense Duties

• Support the planning and coordination of travel and logistics for meetings and events
• Coordinate all aspects of domestic and international travel (air, ground, and lodging); compose detailed itineraries for travel and key meetings
• Reschedule or troubleshoot travel and logistics in real time; maintain tracking of meeting and itinerary changes and communicate proactively; track flights
• Manage payment and expense reporting; organize and create cash and expense reports using expense system Expensify
• Meeting, event, and trip support: assist staff with the organization of meetings, events, work trips, and in-person engagements with logistics, including setting reminders, ordering and picking up catering/food/refreshments, purchasing meeting supplies, welcoming and greeting guests/partners, and other support responsibilities as-needed

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. As the organization continues to evolve, duties or tasks may change without impacting the overall job description.
Competencies

• Analytical Thinking: Begins to analyze information for related trends, patterns, and gaps. Makes logical deductions from information. Identifies and proposes workable options and solutions for any problems and inconsistencies. Gather information needed to address problems and inconsistencies. Prioritize between multiple issues and tasks. Investigates to define problems more accurately. With guidance, determines importance and priorities for action.
• Change Management: Task focused. Voice opportunities for functional area growth and innovation. Receives/follows direction, but is trusted to see work through. Deliver value to a specific functional area. Ability to simultaneously work on multiple projects. Increasing complexity of projects and necessary depth of knowledge. Able to complete more ambiguous project/work through a greater understanding of organization's goals.
• Collaborative Working/Teamwork: Actively solicits ideas and opinions from others to efficiently and effectively accomplish specific objectives targeted at defined organization outcomes. Often expresses an interest in others' experiences, ideas, and roles. Always remains respectful in communications and approach where disagreement exists. Proactively sources feedback and integrates it into approach. Takes an interest in cross-functional teams and fosters relationships outside of individual scope.
• Communication: Professional presence, strong written and verbal communications skills, with the ability to express oneself clearly and effectively in conversations and interactions with others (both internal and external). Ability to effectively determine and use appropriate written and visual communications, graphics, statistics, presentations, and language in such a way as to have maximum impact on the intended audience. Handles conflict empathetically. Converses and writes in ways that support both transactional and administrative activities. Seeks and shares relevant information, opinions, and judgments. Explains the context of interrelated situations, asks probing questions, and solicits multiple resources of advice prior to taking action when appropriate. Practices active listening, repeats message back to speaker in a way that it is clear that the message is understood.
• Initiative: Begins deeper questioning of processes in order to improve them. Able to focus in the face of pressure, deliver against timelines and not be intimidated by tasks/time limitations. Identifies the person, resource, or technology that can provide support and procures their input. Identifies problems/challenges and collaborates with management towards a solution.
• Technical Expertise: Has demonstrated ability and depth of knowledge with the technology in the desired technical area. Effectively uses and applies technical knowledge, and uses knowledge to identify solutions to existing problems.

Skills and Qualifications
We want to hear from you if you have:

• Associate's degree, or equivalent professional experience preferred
• At least 3 years of applicable professional experience required; experience in nonprofit administration preferred
• Proficiency in MS Office Suite, Google Workspace required
• Experience with Slack, Asana, Zoom, Expensify, Quickbooks preferred
• Experience and/or willingness to use data collection platforms (e.g., such as mWater)
• High computer literacy, and tech savviness required
• Able to focus in the face of pressure, deliver against timelines and not be intimidated by tasks/time limitations
• Organized, trustworthy, dependable, and detail oriented

• Comfortable with autonomy, able to work independently and complete assigned tasks within established time frames required

• Willingness to travel, including but not limited to: Navajo Nation (AZ/NM/UT), West Virginia, Texas, DigDeep HQ, and additional locations as needed
• Understanding of data security best practices preferred

Compensation and Benefits
At DigDeep, we believe that great work requires a great job. We understand that people thrive with rest and holistic support, which is crucial for our long-term success. We take pride in offering top-notch benefits to our team across the United States, prioritizing their health and wellbeing, as well as providing additional support for our employees' families. If you join us, here's how we'll support you in your work:

• Competitive wage to commensurate with level of position
• Generous vacation and sick leave
• 23 weeks paid Parental Leave
• Annual Professional Development Stipend
• Annual Wellbeing Reimbursement
• BrightPlan membership (Financial Wellness Benefit)
• Health Benefits
  • Employee Offering: Medical, dental, vision insurance, 100% employer paid
  • Spouse/Children/Family Offering: Employer covers up to $500 of the monthly cost for medical insurance for spouse/children/family; Employer covers 100% of the cost for dental and vision insurance for spouse/children/family
• One Medical membership
• Life insurance, 100% employer paid
• Work laptop
• Monthly cell phone use allowance
• Monthly internet use allowance
• 15 paid holidays (including one week closure for Labor Day)
• Domestic travel
• 401k retirement plan, with employer match

Interested?
When applying, please submit a thoughtful cover letter and resume. References should be available upon request. Applications will be reviewed on a rolling basis. No office visits. No calls please. Thank you.
DigDeep has adopted a COVID-19 vaccination policy to safeguard the health of our employees and community at large. Where permissible by law, candidates applying to work at DigDeep should be ready to demonstrate proof of receiving up-to-date COVID-19 vaccination as a condition of their employment.
In an effort to promote pay equity and transparency, DigDeep does not negotiate compensation outside of posted compensation ranges. DigDeep's compensation is based on a variety of factors including, but not limited to: internal budget analysis, external market value, internal pay alignment, and annual merit increases. A candidate's compensation history will not be used in determining compensation at DigDeep.
Please note that DigDeep cannot provide immigration sponsorship for this position.
DigDeep is deeply committed to diversity, equity, inclusion, and belonging. We believe social change happens when people with a wide range of backgrounds, experiences, and identities come together with a common purpose. DigDeep is built on the principles of equity, transparency and the power of human experience. Your work will improve the daily lives of real people. We believe everybody should have the clean, running water they need to thrive. Join us, and we'll close the US water gap in our lifetimes.
DigDeep is a certified Great Place to Work®