Operations Coordinator

The Operations Coordinator will be a full-time non-exempt employee. The Operations Coordinator will directly report to and will work closely with the Executive Director Human Resources Manager and the Finance & Operations Manager as part of the Human Resources and Finance & Operations teams at Education Through Music-Los Angeles. The Operations Coordinator will help further the mission by helping to manage and steward ETM-LAs internal policies staffing human resources ETM-LAs resources cash flow and assets; they will be part of the culture to ensure that every child regardless of socio-economic status receives quality music education in order to reach their fullest potential.

Human Resources (50%)

• Maintains the integrity and confidentiality of human resource files and records
• Provides administrative and project support to the HR Department
• Assists the HR Manager with new hire orientation completion of paperwork and the creation of both physical and electronic personnel files
• Assists in the initial systems setup for new staff (e.g. email time-keeping systems)
• Oversees Time Off Request administration
• Updates employee change status and personal information in all Human Resources Information Systems (HRISs)
• Troubleshoots HRIS issues
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately
• Answers frequently asked questions from applicants and employees relative to standard policies benefits and hiring processes; refers more complex questions to the HR Manager or the Finance & Operations Manager
• Sets up interviews and emails interview template confirmation to candidates
• Assists with reference checks as needed
• Assists the HR Manager in maintaining accurate and up-to-date human resource files records and documentation
• Assists with ensuring policies are up to date in compliance with federal state and local employment laws and regulations
• Assists with training employees on policies and procedures
• Assists when needed in employee relations matters and workers compensation
• In conjunction with the Administrative Coordinator assists with planning and execution of special events such as organization-wide meetings employee recognition events holiday parties and retirement celebrations
• Performs other HR-related duties as assigned

Finance (30%)

• Conducts bookkeeping including accounts payable accounts receivable cash disbursements receipts data entry and check printing
• Prepares first drafts of financial statements (quarterly and as needed for development)
• Processes monthly reimbursements
• Acts as liaison with vendors for purchase orders invoices and accounting issues
• Assists with document preparation for financial audit and workers compensation audit under the direction of the Finance & Operations Manager
• Maintains fixed assets records
• Records and processes in-kind contributions

Operations (20%)

• Assists with maintaining IT and computer systems including network back-up systems new employee email accounts and telecommunications
• Manages the distribution and check in/out process of all music supplies instruments equipment resources and reference books
• Prepares data for Salesforce uploads
• Drafts vendor contracts using ETM-LA templates for review by the Finance & Operations Manager
• Completes initial reviews and summaries of external contract drafts and professional development resources to be reported to the Finance & Operations Manager
• Assists with office management mail deliveries and organizing physical and digital records as needed
• Supports the Program Assistant as needed with inventory management and donations
• Acts as a liaison between attendees vendors and staff for ETM-LA meetings events and conferences

QUALIFICATIONS

Education and Experience:

• Bachelors Degree in Human Resources Business Administration Finance or related field. 1 year of experience required; additional years of experience may be substituted in lieu of up to 2 years of the required education
• Nonprofit experience preferred
• Specialized knowledge or experience in ADP Quickbooks and/or Salesforce preferred

Knowledge Skills and Abilities:

• Excellent written and verbal communication skills
• Possess strong interpersonal skills
• Superior organizational skills
• Ability to: prioritize tasks; highly detailed-oriented; act with integrity professionalism and confidentiality
• Must be customer service oriented; able to deal with difficult and confidential situations.
• Intermediate to strong in office software such as Microsoft Word Microsoft Excel and Google Suite; ability to learn new software such as ADP Quickbooks and Salesforce
• Maintaining a flexible and coachable attitude
• Ability to thrive in a collaborative environment

• An initiative-taker
• Ability to multitask
• Mission-driven

Working Conditions:

Office environment with possible travel each quarter to partner schools or clients located throughout Los Angeles County. Occasional travel outside Los Angeles may be required. Must have reliable transportation to and from work; occasional errands for working duties may be assigned. Mileage will be reimbursed by ETM-LA.

Pay and Work Schedule:

• $21.50-$24.04/hr. dependent upon qualifications. Full-Time; 40 hours per week; Monday through Friday with occasional over-time required for special events. This is an hourly non-exempt position.
• Benefits include health dental vision insurance 403(b) retirement plan opportunities
• Location of office: Burbank CA

General Information:

To apply complete the following application and include the following documents:

1. One page cover letter
2. One page resume
3. Copy of academic transcript (official transcripts may be required upon hire)
4. Names and Contact Info of three (3) professional references

• A live scan must be completed satisfactorily. Failure to satisfactorily complete the live scan may affect the application status of applicants.

ETM-LA provides equal employment opportunities to all employees and applicants for employmentand prohibits discrimination and harassment of any type without regard to race color religion agesex national origin disability status genetics protected veteran status sexual orientation genderidentity or expression or any other characteristic protected by federal state or local laws.

This policy applies to all terms and conditions of employment including recruiting hiring placementpromotion termination layoff recall transfer leaves of absence compensation and training.

Required Experience:

IC