Operations Data Coordinator- REMOTE

POSITION: Operations Data Coordinator

REPORTS TO: Senior Manager of Operations

About Kesem

We are a nationwide community, driven by passionate college student leaders, that supports children through and beyond their parent’s cancer with innovative, fun-filled programs that foster a lasting community.

About the Position

The Operations Data Coordinator will work in partnership with the Operations Team and the Finance and Administration Team to implement and maintain systems, improve team efficiency, and develop data and reporting expectations for the team. The Operations Data Coordinator will provide tools, resources, processes, and data analysis to support Kesem constituents including chapter leadership, program participants, donors, staff, and other supporters of our work.

Kesem’s Values

The Operations Data Coordinator must uphold and build a culture that continues to support and strengthen the following behaviors to help us realize our vision:

• Continuous Learning - We operate with curiosity and a willingness to try new things, and we see our successes and setbacks as opportunities for growth.
• Accountability - We are individually and collectively responsible for advancing our mission.
• Resilience - We empower and support each other through challenges while fostering a spirit of joy and hopefulness.
• Empathy - We seek to understand and appreciate other perspectives and experiences.

Essential Functions and Responsibilities

This is not intended to be an exhaustive list. Other responsibilities and duties may be assigned.

Systems Management (30%)

• Support ongoing staff systems requests via the Systems Needs Queue Request (SNQR) form
• Maintain Kesem volunteer application workflows, as well as their connectors to our various systems and processes
• Serve as key contributor for Kesem’s program applications and related systems:
  • Maintain Partner Community (Salesforce) for chapter-level activities, application and registration management, and performance management reporting for Kesem chapters
  • Lead annual build of volunteer application in Form Assembly; audit process functionality regularly
  • Lead annual build of Hotline Operator community in Salesforce, including form and case creation process
• Review, build, implement, and maintain chapter performance management tools (Chapter Workbooks, Camp Prep Milestones, etc) to fulfill organizational and chapter needs on an annual basis
• Create, optimize, and maintain Google Apps Scripts to automate processes, manage data duplication, and facilitate mass updates across platforms
• Review, build, implement, and maintain centralized Google Suite tracking tools for Ops Leadership team on an annual basis

Data Maintenance (25%)

• Serve as an Operations Team point person for Salesforce database administration needs, including field creation, object manipulation, deduping, merging, creating/maintaining Operations campaigns and designations, and maintaining records
• Audit all data entry points for Operations Team constituents annually to ensure data quality standards are met and data entry tools or processes are functioning as expected internally and externally.
• Analyze annual program and attendance data, including DEI metrics, to provide a comprehensive readout to the Leadership Team by the end of the fiscal year. Analysis may include insights by chapter, program type, participant demographics, etc.
• Perform weekly (at minimum) CampSite child and family data batch uploads into Salesforce via Apsona; reconcile any data discrepancies on a weekly basis
• Perform batch upload data entry tasks as needed
• Maintain “camper” Engagement Cards, ensuring that current and retroactive FY experiences are captured on engagement cards. Audit Engagement Cards quarterly (minimum) to create any missing Engagement Cards
• Prepare quarterly operations data analysis readout, elevating interesting trends and potential data collection opportunities for the upcoming quarter(s).

Metrics and Reporting (20%)

• Refresh key Operations Team Salesforce dashboards and reports at the start of the fiscal year. Audit key Operations Team Salesforce reports and dashboards quarterly to ensure proper functionality and optimize usefulness
• Fulfill all chapter-level metrics, reporting, and dashboard requests. Maintain records of chapter historical performance and information in both Salesforce and Google Sheets
• Develop cadence and process for reporting out on both unique individuals served and overall experiences by program-type for all Kesem programs
• Develop and maintain tracking, reporting, and YOY metrics for Kesem Year Round Service (YRS) support
• Develop process and manage interns or other volunteer who support camp attendance collection, document collection, and attendance pace tracking

Systems Support (20%)

• Serve as general systems liaison for the Operations Team
• Develop efficient and timely tracking systems to better support chapter management, and train staff/students how to use performance management tools
• Create and maintain Classy fundraising pages and event page templates for Kesem chapters
• Update staff and chapter systems-related resource guides to ensure updated and thorough documentation of internal and external processes.
• Develop, maintain, and improve tracking systems for chapter management (background checks, training tracking, etc.), exploring automation for improved efficiency
• Oversee Operations team forms in Form Assembly (FA). Responsible for on-time deliverables, supporting transitions and developing clear/efficient workflows, including performing follow-up checks to ensure that partial applications are completed by constituents.
• Provide Salesforce and data onboarding for Ops team members and collaborate with the FAD team to review and improve systems onboarding for non-Ops Team staff annually.
• Create and maintain all Hubspot send lists related to Operations Team. Support email sends and campaigns for Operations Team constituents as requested

Miscellaneous (5%)

• Support Operations Coordinator as a backup tier-one representative for the organization (as needed). Support with resolving inquiries, routing/escalating inquiries to the appropriate team member, and documenting for follow-up as necessary.
• Serve as Hotline 2.0 Operator for the camp season 24-hour Hotline
• Work with National Leadership Summit Project Manager to create application, streamline process, and report out on registrations and openings

Qualifications

• A four (4) year degree and/or relevant experience preferred
• Strong technical skills including advanced use of Google Drive Suite and/or MS Suite required
• Google Sheets (and Google Apps Scripts) and/or Excel formula knowledge and experience required
• HTML/CSS/AJAX/Javascript (jQuery, Backbone/Angular/Ember) coding experience preferred
• Experience using Salesforce preferred
• Experience using Form Assembly preferred
• Strong written and interpersonal communication skills
• Highly organized, flexible and creative
• Bilingual in English and Spanish a plus

Job Environment and Location

• This is a full-time position. It is expected that the responsibilities will require anywhere from 4 to 10 meetings per week, including with supervisor, team members, outside vendors, and other constituents.
• The Operations Data Coordinator will work remotely from their home office. Kesem will provide a laptop computer and cell phone.
• The Operations Data Coordinator may be required to travel approximately 4-6 times annually, all within the United States, for internal meetings and events. All work-related travel expenses are covered by Kesem.

Diversity, Equity and Inclusion Statement

Kesem’s mission of supporting children through and beyond a parent’s cancer, and our vision of ensuring that every child impacted by a parent’s cancer is never alone, can only be realized through an ongoing, steadfast commitment to Diversity, Equity, and Inclusion in every part of our organization. To that end, Kesem makes the following commitments:

• To continually expand the communities we support and work with - our camper families, volunteers, staff, alumni, partners, donors, and boards - with attention to engaging communities we are not currently reaching.
• To strive for equity in delivering a transformative, fun, and empowering community that recognizes and embraces our differences.
• To aspire to create shared spaces that are safe for every member of the Kesem community to feel valued and respected.
• Kesem will engage in continued meaningful learning in order to better support our mission, and our growing Kesem community.

Kesem is an Equal Opportunity Employer.