Operations Coordinator

The Patrick J. McGovern Foundation (PJMF) is a philanthropic organization dedicated to advancing artificial intelligence and data science solutions to create a thriving, equitable, and sustainable future for all. PJMF works in partnership with public, private, and social institutions to drive progress on our most pressing challenges, including digital health, climate change, broad digital access, and data maturity in the social sector.

For more information, please visit our website at https://www.mcgovern.org/ . Core to PJMF's mission is inclusion, diversity, equity, and accessibility (IDEA). We apply the IDEA framework to all we do, from growing a diverse team within the foundation to coalition building with organizations and people around the world, and to democratizing the development and rewards of AI and data.

The Patrick J. McGovern Foundation (PJMF) is seeking a highly motivated and detail-oriented Operations Coordinator to join our Operations team. The ideal candidate will be a proactive "go-getter" with a strong acumen for delivering quality work consistently. This role is crucial in ensuring the execution of operational functions, including travel, events, procurement, contracting, expense management, and project management. The successful candidate will play a pivotal role in ensuring the seamless execution of operational processes to ensure the overall efficiency and success of our foundation. The right candidate has an obsession with delivering high-quality internal customer service, is motivated by a 'performance' mentality, and has a desire to evaluate existing processes for optimization. This individual will report directly to the Director of Operations.

How you will make an impact:

• Assist in project coordination, ensuring timely and successful project delivery across the operations workstreams, as well as other projects across the organization as needed.
• Support Operations efforts to drive project milestones.
• Partner with the Director of Operations, Operations Manager, and Vice President of Operations to ensure the general needs of the Operations team are handled.
• Facilitate communication flow by responding to inquiries, managing emails, and filtering information, ensuring timely and appropriate follow-up.
• Work within the Operations team to help create enhanced visibility and communication across the department.
• Provide general administrative support to the Vice President of Operations and Director of Operations.
• Work with Operations to identify opportunities for process improvement.
• Share thoughts on operational procedures to help increase efficiency.
• Assist with administration of expense and reimbursement platform.
• Coordinate tracking and reporting on receipts.
• Assist with the planning and execution of foundation events, meetings, and conferences. Help support logistics, budgets, and vendor relationships for successful event outcomes.
• Assist the Director of Operations in managing the engagement with our contract IT provider (report creation, response time monitoring, monitoring software costs).
• Coordinate travel arrangements for team members, ensuring cost-effectiveness and adherence to company policies.
• Partner with the Director of Operations to streamline travel processes to enhance efficiency and traveler experience.
• Support partnership with stakeholders on procurement activities, including vendor selection, negotiation, and contract management. Close out contract files when complete.
• Support the quarterly risk register review exercise. Recommend actions and engagement that create a more risk-aware culture across the organization.
• Other duties as assigned.

What you will need to succeed:

• Experience: 2-5 years of related experience in operational roles, with a focus on detailed execution and service delivery
• Optimism and Joy: An abundance of positivity, we love what we do every day because we get to do purpose-driven work!
• Technologies: Strong proficiency in Google Suite and/or MS Suite; familiarity with Asana is preferred
• Project Management: Ability to prioritize and manage multiple tasks concurrently. Comfortable with hands-on operational tasks; proven ability to manage multiple tasks and responsibilities with keen attention to detail
• Results-oriented: Proactive, analytical, and results-oriented mindset. Strong analytical skills with exceptional attention to detail, self-motivated and able to adapt to learning and implementing new technologies, and creative in solving issues as they arise
• Communication:  Excellent organizational and communication skills, both written and verbal.
• Teamwork: Ability to work in a fast-paced environment. Effective team player who understands the responsibility every individual brings to the table and how to encourage and drive results from each team member
• Intellectual Curiosity: Demonstrate an interest in and openness to new ideas and a willingness to take risks. Remain naturally curious about technology.
• Fast and Nimble Learner: Adaptability and flexibility to evolving business needs. Comfort with ambiguity. Quickly synthesize information, identify gaps, and deliver recommendations. Regularly assess progress and make adjustments to approach as needed.
• Team-oriented: An ability and desire to work collaboratively with various stakeholders with a willingness to check in with leadership and/or teammates on a variable cadence, depending on the specifics of a project and its context.
• Strategic Thinking: Organize complex information into clear tactics and identify open questions and areas for further learning. Communicate outputs from research, analysis, and other activities in a clear, concise, and structured manner to various stakeholders within the foundation.
• Judgment: Build an instinct for seeing around corners to anticipate how any project or decision may impact internal and external stakeholders, and exercise great judgment daily.
• Cultural Alignment: Genuine enthusiasm for building a human-centered, tech-enabled future where everyone thrives.
• Work Eligibility: Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.  

What we offer:

• Salary - We anticipate the starting salary range for this role to be $50,000 - $70,000, with flexibility based on the experience you bring. Beyond career-defining work, we offer a comprehensive benefits package to support you along the way
• Health Coverage - Foundation-paid medical, dental, and vision insurance for employees, spouses/domestic partners, and dependents. HSA/FSA plans, life insurance, and short- and long-term disability coverage
• Long-term Rewards - 401(k) retirement plan with generous matching up to 6% of annual pay, plus an additional discretionary match at the end of year
• Flexible PTO - Unlimited paid time off, which allows team members to take the time they need for vacation or illness so they can return to work able to contribute fully to our mission. The foundation recognizes 11 paid national holidays per year and may also announce closure for local, regional, or state holidays
• Remote Work Environment - Ability to work 100% remotely, but not alone - with mature, socially minded professionals. Remote work stipend so support remote working needs.
• Wellness Support - Access to Ginger, Gympass, Headspace, and SmartSpend Plus, along with financial well-being providers
• Parental Leave - Up to 6 months of gender-neutral paid leave for parents and caregivers when they have a new addition to their families
• Learning Reimbursements - Foundation policy encouraging employees to explore development opportunities such as peer learning, internal training, and external activities; savings on student loans (available via insurance provider)
• Philanthropic Gift Matching - opportunity for team members to support vulnerable communities, reflecting PJMF's commitment to social impact

The attributes listed above represent our current thinking for the role. You can be a great candidate even if you don't fit everything we've described below. You can also have important skills we haven't thought of. If that's you - even if you're on the fence - we encourage you to apply and tell us about yourself!

The Patrick J. McGovern Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

 

We have built an environment that celebrates the differences in backgrounds and experiences. PJMF invests in activities that lead to greater inclusion, diversity, equity, and accessibility in how AI and data are conceptualized, developed, applied, and deployed. We are applying the same framework as our team grows and expands. We are an equal opportunity employer and we especially encourage and invite members of traditionally underrepresented communities to apply.

 

It is important to us that our hiring process is accessible to everyone. If you require accommodations to participate in the interview process, please let us know when you apply.