SALARY AND BENEFITS

This is a full-time position with a starting salary range of $45,489 to $79,331+ per year ($63,425 max budgeted for current fiscal year through June of 2026), depending on qualifications and funding. Staff are paid bi-weekly and receive annual benefits including:

· 80 hours of vacation

· 40 hours of sick time

· 9 paid federal holidays

· SIMPLE IRA retirement account with an up to 3% matching contribution (after 90-days)

· Taxable stipends:

o Medical: $450/month (after 30-days)

o Cell phone: $50/month

· One-time moving advance, forgivable after 6-months of successful employment, is negotiable

GENERAL FUNCTION

Under the general supervision of the Executive Director, the Operations Manager is responsible for overseeing the day-to-day administrative, operational, and financial functions of the organization. This includes fund development and management, membership management, board of directors’ support, contract and record management, and overall administrative coordination. This position is essential to maintaining SCDC’s efficiency and sustainability in support of our economic development mission.

SCDC is a small, fast-paced, high functioning organization and team members require a high degree of initiative, resourcefulness, and independent problem-solving. The operations manager is expected to reduce operational burden on leadership by taking ownership of tasks and following them through to completion.

QUALIFICATIONS

Minimum Qualifications:

· Proficiency in Microsoft Office Suite.

· Minimum of two years in a fund development, operational, finance (bookkeeping), administrative, and/or human resources role or an Associate degree or equivalent experience in nonprofit management, finance, business administration, public administration, or a related field.

Preferred Qualifications:

· 3+ years’ experience managing state, federal and private foundation grants.

· 3+ years’ experience in nonprofit operations and administration, including fund development and management, membership management, events, finance, marketing, and human resources.

· Proficiency in QuickBooks, bookkeeping, accounting, tax preparation, meeting technology, Canva.com or some other design software, as well as social media platforms Facebook, LinkedIn, Instagram, YouTube, and X.

· Bachelor’s or higher degree in related field.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Fund Development and Management (35%)

· Seek new sources of revenue to meet organizational goals and objectives.

· Manage and maintain administration of the grant cycle from application to closing including compliance across grants, contracts, and financial reporting.

· Prepare compelling grant applications, letters of inquiry, reports, and organizational documents.

· Maintain an up-to-date grant calendar, including application and reporting deadlines.

· Track and ensure that SCDC’s annual members (there are 49) are receiving their annual benefits per their membership tier.

· Draft, review, and manage contracts, MOUs, and compliance-related documentation; coordinate with legal and insurance representatives as needed.

· Maintain grant and contract documentation, including scopes of work, budgets, and modification history.

· Support cultivation and maintenance of relationships with grant-making organizations and funding partners.

· Stay informed of trends in nonprofit grant funding, particularly in economic development and entrepreneurship.

2. Executive Assistant and Board Support (20%)

· Provide administrative support to the Executive Director with an emphasis on anticipating needs and taking initiative.

· Prepare for (create the agenda, set up the room) and attend monthly Board of Director, Executive Committee, and other committee meetings. Record and prepare meeting minutes.

· Coordinate meetings, special events and projects, including scheduling and setup, materials preparation, breakdown and cleanup, and pre and post communications.

· Draft, post, and update content for SCDC’s social media, two tabs on SCDC’s website, and other public-facing communications.

· Lead the creation and execution of the monthly newsletter from start to finish after initial onboarding.

· Draft policies for review and lead implementation to support internal consistency and compliance.

· Support communication with external stakeholders, including funders, partners, members, board of directors, and elected officials.

· Conduct research, compile data, and prepare reports for internal and external use.

· Greet office walk-ins and help or route them appropriately.

· Keep common office area clean and tidy.

3. Bookkeeping (20%)

· Prepare and process invoices, payment requests, and other financial transactions in QuickBooks. This position is responsible for membership billing, as well as business incubator tenant billing in coordination with the Entrepreneurship Manager.

· Track and support internal financial systems, including expenses, receipts, reimbursements and accounts payable/receivable.

· Assist the Executive Director with budget creation, execution, monitoring, and reporting.

· Maintain organizational registrations and filings, including business license, SAM.gov registration, annual state filings, and coordinate tax documents (prefer ability to draft tax documents per 501c3 standards).

· Review monthly bank statements and prepare financial reports for the executive committee and board.

· Serve as liaison to SCDC’s bookkeeper, as well as potential accountants or auditors.

· Manage acknowledgment and tracking of donor contributions including preparing invoices to clients and funding agencies, ensuring timely follow-up on outstanding payments.

· Ensure every transaction has supporting documentation and is retained in accordance with procedures developed for compliance and audit purposes.

· Ensure proper account coding and classification of transactions using the chart of accounts and class structures to align with project and grant tracking requirements.

4. HR and Risk Management (10%)

· Manage records and filing systems (electronic and paper), including contracts, insurance, permits, and internal policies.

· Coordinate with SCDC’s attorney, insurance, bookkeeper, and other vendors to manage risk and ensure compliance with federal, state, and local regulations for compensation, benefits, and HR-related programs.

· Support onboarding and offboarding processes.

· Maintain confidentiality of personnel records and assist with procedures and benefit administration.

· Collaborate with the Executive Director to design, implement, and refine HR policies, procedures, and workflows.

· Keep up to date on industry trends, best practices, and legislative developments impacting employment, compensation, benefits, and HR technology and offer recommendations for improvements.

5. Systems and Program Support (10%)

· Maintain clear, searchable file structures and follow established naming conventions.

· Evaluate, improve, and build operational workflows, systems, policies and procedures where gaps exists and to increase efficiency and compliance. Implement digital tools and processes.

· Coordinate procurement, supplies, and facility-related operations.

· Perform records retention for paper files.

· Provide backup support to the Economic Development Manager and Entrepreneurship Program Manager as directed by the Executive Director.

6. Advocacy (5%)

· Draft letters of support, public comments, written and oral testimony.

KNOWLEDGE, SKILLS, AND ABILITIES

· Friendly and positive attitude, a go-getter.

· Strong organizational skills with high attention to detail.

· Strong written and verbal communication skills.

· Ability to effectively prioritize tasks and meet deadlines in a fast-moving environment.

· Strong initiative and ownership of responsibilities.

· Ability to troubleshoot and resolve routine administrative issues independently before seeking assistance.

· Comfortable operating in a rapidly changing environment with evolving processes and less formal training materials compared to what a larger business might have.

· Ability to work both independently and collaboratively across teams.

· Knowledge of 501c3 fiscal policies, procedures, and reporting requirements.

· Capacity to evaluate and improve systems for efficiency and compliance.

· Ability to manage confidential information with discretion.

WORK ENVIRONMENT

This is an in-office role, Monday through Friday, 8:00am to 5:00pm, based at SCDC’s office in the Newmark Center on the Southwestern Oregon Community College campus in Coos Bay. This role’s office is in between the Executive Director’s and the Economic Development Manager’s office; the Entrepreneurship Manager’s office is across the building (same floor) where the business incubator is located.

Occasional travel, evening, or weekend hours may be required for meetings or events.

SPECIAL CONDITIONS

· Must possess a valid driver’s license and reliable transportation.

· Some travel throughout the South Coast region is expected (mileage reimbursed).

· Must maintain an active Oregon Notary Public commission or be willing to obtain and maintain one as part of the role.

PROCESS

Interested candidates should email a cover letter tying their experience to the job description, and a resume to lexie@scdcinc.org. Candidates should specifically address their experience working in fast-paced, capacity-constrained environments and how they take initiative without excessive direction.

Receipt will be acknowledged and further information provided if moving forward in the process.

South Coast Development Council (SCDC) jobs

Operations Coordinator/Manager