Operations Coordinator
Vacancy expired!
The Alaska Humanities Forum is a nonprofit, non-partisan organization that designs and facilitates experiences to bridge distance and difference – programming that shares and preserves the stories of people and places across our vast state, and explores what it means to be Alaskan.
The Forum's work falls into three main categories:
1. We utilize cultural immersion, reflective learning, and place-based exploration to better prepare and connect educators and youth in rural and urban communities across Alaska.
2. Our leadership programs build capacity across industries and sectors to grow a statewide network of thoughtful, engaged, ethical, and courageous leaders for Alaska.
3. The Forum leads, hosts, and funds public events, programs, and community discussions. We empower Alaskans as co-creators in our state's history, narrative, and future.
Operations Team
The Operations Team focuses on ensuring the smooth functioning of the Forum’s internal operations. This includes processing financial transactions, payroll, compliance, human resources functions, contract management and office management. This team is primarily focused on providing support and coordination for organization-wide functions, but also assists with other projects as needed.
Position Summary
This position will provide operational and administrative support to the Forum’s employees and programs together with the Operations Manager and under the supervision of the Vice President of Operations. Additionally, the Operations Coordinator provides administrative support to the CEO and Board Liaison as needed.
Essential Job Functions
Office Management
Ensure that office and main phone line is staffed during regular office hours
Greet and direct visitors and guests when they come to the office
Take lead on the organization of office systems, including distributing mail, and stocking the supply room and kitchen
Oversee maintenance of office equipment and procurement of office supplies
Act as the primary contact with facilities management
Coordinate distribution of employee resources including key cards, parking passes, etc.
Assist in coordinating and scheduling group office activities including staff meetings, trainings and retreats
Develop relationships with local caterers and arrange catering for organizational meetings and events
Coordinate employee appreciation efforts, such as celebrations for birthdays, big team successes, and goodbyes
Financial
Perform data entry for accounts payable and accounts receivable on a weekly basis
Perform data entry for corporate credit cards
Perform check runs and deposits
File physical and electronic financial records
Assist with audit prep
Human Resources
Assist with administrative duties such as collecting of non-confidential employee paperwork
Assist with the hiring process including serving as a point of contact, setting up interview times, and keeping track of candidate pipeline follow through
Assist with onboarding and offboarding employees
Collect timesheets for employees
Supporting CEO and Board of Directors
Assist with coordinating CEO meetings and appointments with external stakeholders
Occasionally arrange travel for CEO and board members
Assist Board Liaison with clerical tasks and board meeting support
Qualifications and Experience
Candidates for the position will have administration and operations experience. Applicant must be able to pass state and federal background checks. This position requires occasional use of personal vehicle to transport supplies or travel to the bank. Applicant must have access to a reliable working vehicle and valid driver’s license. Administration and operations experience could include:
Reviewing documents for completeness or accuracy
Composing documents
Creating/maintaining physical and electronic files
Entering data into a database
Familiarity with common office equipment.
Knowledge, Skills and Abilities
Clerical: completes routine office tasks efficiently and effectively
Communication: excellent oral and written communication skills
Customer Service: interacts in a professional and courteous manner with internal and external contacts
Attention to Detail: ability to edit documents, can identify errors
Technological Skills: proficiency with Microsoft Office, Google Workspace, Zoom. Ability to learn new online software platforms quickly. Familiarity with Quickbooks preferred but not required.
Ability to participate in virtual meetings for up to four consecutive hours with short breaks
Ability to lift 35lbs
Ability to prioritize tasks independently
Conditions of Employment
The position is a nonexempt, full-time position with a regular weekday work schedule of 40 hours per week, 8:30 a.m. to 5:00 p.m., with 30 minutes for lunch. This position may involve weekend and evening work with advance notice. Benefits include medical, vision and dental insurance, nine paid holidays per year, nine earned paid time off hours each pay period, and a 403(b)-retirement plan with match (after 6 months). The position is based at the Alaska Humanities Forum offices in Anchorage, with the possibility of working remotely occasionally.
Application
To be considered for this position, send a letter of interest, completed application form (available at akhf.org), and resume to operations@akhf.org.
Applications will be accepted through October 10, 2021.
Equal Opportunity Statement
At the Alaska Humanities Forum, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. We believe that diversity and inclusion among our employees is critical to our success, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.
Vacancy expired!