Operations Associate

About RVC

RVC strengthens the power of Black, Indigenous, and people of color in order to create a more equitable society through capacity-building, leadership development, and operations support. We accomplish this through our core programs and services as well as through leading partnerships with community members and organizations of color. These members and organizations provide support services tailored to the strengths and needs of the communities they serve. For this reason, people of color are encouraged to apply to our job postings.

Overview

The Operations Associate oversees the daily operations of the RVC office and administer HR tasks in coordination with the General Operations team. The Operations Associate will be responsible for a range of administrative and operational tasks to support our team and contribute to the overall efficiency of our organization by managing daily office activities, assisting with various human resources and finance tasks, and contributing to overall operations at RVC and our partner organizations.

RVC employees are expected to uphold our self-management culture that emphasizes equity, shared leadership, and distributed decision-making. Inspired by the book Reinventing Organizations, our team integrates self-management, wholeness, and evolutionary purpose to foster an environment of trust and shared responsibility.

Our goal is to shift away from traditional hierarchical structures and embrace collective decision-making to ensure power is widely distributed. This model relies on individual commitment to embrace “natural hierarchies" that align with self-organizing systems, valuing collaboration, experimentation, and adaptability. What this means is that each person is practicing giving direct feedback, being open to receiving feedback, participating in deep conversation about equity, social justice, Pro-Blackness, and decision-making. Read more about our organizational structure on this RVC blog post.

Essential Responsibilities

Human Resources (50%)

• Support and coordinate with the HR Manager II - Payroll, Staffing & Employee Engagement to process bimonthly payroll for all employees, ensuring payroll is run accurately and compliant with federal, state, and local laws. This support includes:
  • Updating the Gusto payroll system and support with trainings for employees
  • Maintain the payroll email and file for payroll records in the Drive
  • Address payroll inquiries, discrepancies, and resolve any payroll-related issues promptly
  • Update and maintain the HR compliance calendar documentations
  • Any additional payroll related projects or coordination
• Assist in the onboarding process with scheduling and training
• Support recruitment by attending any community events
• Act as secondary coverage support for benefit administration
• Maintain and support the implementation of org-wide policies as necessary

Office Management & Administrative Support (40%)

• Maintain a welcoming space at the physical office by restocking printing area, ensuring that common spaces organized, and internet troubleshooting on site
• Track and manage the budget for office and administrative related expenses
• Purchase office supply, snacks, meeting meals, and necessary materials requested by team
• Handle incoming and outgoing correspondence, including the RVC Info email, phone calls, and physical mail
• Maintain office equipment and act as the liaison for external IT support for any technical issues, technology equipment, and manage the password security software (LastPass)
• Coordinate with vendors and service providers for office maintenance, housekeeping, and supplies
• Provide note taking support at all weekly staff meetings and at one evening a quarter at the Board of Directors Meeting
• Coordinate logistics for venue and food for internal staff RVC events such as retreats and team in-person events
• Track and update organizational calendar for org-wide events
• Take the lead on special projects related to internal operations and otherwise provide additional support as needed
• Assist in the implementation and improvement of operational processes and procedures

Organizational Operations (10%)

These are organization-wide responsibilities. All staff hold the following responsibilities:

• Submit and track program expenses based on RVC protocol
• Collaborate with staff in making key strategic decisions affecting RVC’s future
• Engage in deep professional development
• Participate in staff meetings, attend community events, and otherwise contribute to strengthening the deep roots within our community, both internally and externally

Who You Are / What We’re Looking For

Qualities that we’re looking for to succeed in this role:

• Lived experience as a Black, Indigenous, and/or person of color (BIPOC) and/or active member of a highly diverse community
• A minimum of 2 years of direct paid or non-paid labor in any or a combination of: office administration, general operations, payroll administration, human resources, and/or closely related work
• Knowledge and values in transformative and restorative justice models and processes
• Understanding of fiscal sponsorship models
• Personal resilience and emotional intelligence
• Ability to clearly communicate work boundaries, expectations, and deliverables
• Can give and receive feedback regularly and openly with staff and partners
• Motivated and excited to work in a growing self-management organization
• Flexibility with changing priorities and managing competing deadlines
• Highest level of discretion in protecting confidential information
• Willingness to take initiative and generate creative solutions to challenges
• Passionate about working in a nonprofit environment and understanding the challenges that nonprofits face
• Talent for creating and managing systems
• Interest in long-term career path in nonprofit administration
• An eye for creating efficiencies and keeping track of details
• Ability to develop trusting relationships with diverse individuals from many different backgrounds
• Comfort with computers and a variety of online platforms
• Flexibility and adaptability
• Love of continuous learning
• Strong written and oral communication skills
• Commitment to our mission and our values of Equity, Integrity, Community, Action, and Transformation

Salary Structure

This is a full-time, non-exempt position, working 37.5 hours per week, with an hourly rate of $34.77/hour - $36.05/hour equivalent to $67,800-70,300 a year. The final salary offer will be dependent on experience and levels of responsibility within the organization. We believe in work-life balance and are committed to keeping the workload in alignment with the true hours worked. Due to the nature of our equitable salary structure, we do not negotiate final salary offers.

Our Hiring Process & Timeline:

We will review applications on a rolling basis until the position is filled. The priority deadline is October 23, 2024 and the ideal start date is December 2024. Candidates should expect a phone interview, 2 rounds of zoom or in-person interviews, and 2 reference checks. Candidates that are invited to the final interview will receive a $100 stipend as appreciation for moving through the process. The rough timeline for this process will look like:

• Phone screening will begin October 23, 2024
• First Round Interviews will begin November 2024
• Any additional interviews and meet-and-greets will be scheduled in November 2024
• Final notifications will be sent to all applicants by the first week of December 2024

Work Environment

RVC operates on a standard office schedule of Monday to Friday from 9am to 5pm. We offer flexibility for commutes to meetings and family scheduling, but generally expect staff to be online and working during these times and to keep an updated calendar.

We are a hybrid work organization which means that staff have the option to work from home or the office on a regular basis. For this specific role, you can expect to work about 60% in person monthly to complete your job duties, which includes recruitment events and onboarding support. The office is a drop in space in South Seattle with open work stations and quiet spaces that can be booked in advance for solo work or small group meetings. Evenings/weekends may be required to attend more community events for recruitment needs.

Background Check

A criminal history background check will be conducted on the final candidate prior to beginning employment. A criminal background will not automatically eliminate you from consideration.

Accessibility Accommodations

RVC offers accommodations, upon request, for folks with disabilities during the application, interview, and hiring process (such as forms in alternate formats or interpretation services during the interview). RVC recognizes that employees with physical or mental conditions that significantly limit their major life activities may need reasonable accommodations to enable them to perform their essential job functions, and provides those accommodations to all its employees when needed.

If you require accommodations during the application or interview process, please contact hiring@rvcseattle.org.

Equal Opportunity Employer

RVC is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability, veteran status, or any other class protected by law. Assistance and/or reasonable accommodations during the application process are available to individuals upon request. To request assistance or accommodation, please contact hiring@rvcseattle.org.