Operations Specialist

Role Overview

Title

• Operations Specialist

Location

• Philadelphia region
• Hybrid, but highly flexible. Potentially in office 2-3 days per week

Hours

• Full-time

Compensation

• Salary: $60,000 - $70,000 per year
• 4 weeks paid vacation per year plus holidays
• 2 weeks paid sick leave per year
• Currently, we offer a taxable stipend on top of salary of $500/month to offset healthcare costs
• Equipment stipend

About Good Structures

Good Structures is a new operations consultancy and service provider for mission-driven organizations. We support nonprofits and charities by running their financial, HR, recruitment, and administrative processes, so they can focus on their mission. We are a recently launched organization, but are rapidly taking on new clients, and looking to expand our capacity.

Our services include:

• Consulting and short-term engagements
• New entity establishment and operational setup
• Recruitment, especially for operations roles
• Research and evaluation to support programmatic expansions and other operationally intensive projects
• Full-service operations support
• Fractional COO and CFO services
• Bookkeeping and financial reporting
• HR and compliance services
• Event planning and logistics
• Grantmaking facilitation and management
• Rapid/emergency operations support
• Emergency situations, such as the departure of a key staff member
• Managing large, unexpected operations projects
• Providing bridge capacity for organizations navigating transitions

Organizational Culture

Our organization is brand new, so to a large degree, the culture may be shaped by the Operations Specialist. But, these are some things we’d like to build for our staff:

• A high degree of trust and autonomy
• Internal transparency about decision-making
• Compassionate and competitive wages and employment policies

Role Description and Responsibilities

The Operations Specialist supports our operations service programs by providing clients with direct support on their day-to-day operations. They will basically serve as an “operations generalist” for multiple small nonprofits, helping them stay compliant, up-to-date, and organized operationally.

Responsibilities include (but aren’t limited to):

• Finance
• Bookkeeping
• Assisting with formatting client financial data
• Drafting and tracking invoices
• Building budgets and other basic financial tools for clients
• Working with auditors and CPA on annual financial reviews
• Compliance
• Tracking mail and organizing documents / ensuring client files are promptly filed
• Filing compliance paperwork in coordination with clients
• Creating and managing compliance calendars for clients
• HR
• Managing payroll and benefit programs for clients
• Developing policies, handbooks, and 
• Setting up new payroll software, and handling conversations with vendors and payroll providers
• Governance
• Helping organizations track board votes, meetings, and other governance information
• Helping the organization ensure they meet their annual governance requirements
• General operations
• Supporting the other operational needs of organizations, including in areas like:
• Operations support for grantmaking
• Retreat and event logistics and planning
• Other operations tasks as needed.

Background and Experience

Required Knowledge, Skills, and Abilities

• Experience as an operations staff member in a generalist position in a growing nonprofit (especially in a role where you wore many hats, and worked across multiple functions)
• Interest in learning about many different aspects of nonprofit operations
• Extremely high attention to detail
• We are trusted by our clients to not drop the ball. We need an extremely high degree of attention to detail in everything we do.
• Knowledge of nonprofit bookkeeping and accounting procedures.
• Knowledge of nonprofit compliance procedures, especially related to employment compliance filings.
• Experience with HR, especially at small nonprofits.

Preferred

• Enrolled agent or equivalent certification
• Experience in a client-facing role

Relevant Software Skills

While experience in all of these platforms is not required, we and most of our clients use the following tools. You’ll use these regularly at Good Structures:

• Gmail and Google Workspace, especially Google Sheets
• Asana
• Quickbooks Online
• Airtable

Hiring Process

We aim to advance candidates fairly rapidly through our hiring process, which will consist of:

• A brief screening interview
• A 3-4 hour paid work test
• A one hour interview

Our goal is to make an offer by late July at the latest.

• 4 weeks paid vacation per year plus holidays
• 2 weeks paid sick leave per year
• Currently, we offer a taxable stipend on top of salary of $500/month to offset healthcare costs
• Equipment stipend

Submit an email to jobs@goodstructures.co with your resume in PDF format, and responses to the following prompts by June 30th, 2024.

• Why are you interested in Good Structures and this position?
• In your past experience, describe a time where you had a task that required a high degree of attention to detail. What was the task, and how did you complete it?
• In your past experience, describe a time where you held multiple responsibilities that required your focus to switch frequently over the course of an average day. How did you balance these tasks and your attention?