Job Description:
RIZE Massachusetts Foundation (RIZE), through an employee lease agreement with Mass General Brigham, is seeking a program operations coordinator. RIZE is the only public-private partnership dedicated to funding and collaborating on solutions to end the overdose crisis. Guided by those with lived experience and unafraid of new ideas, RIZE is building networks, creating programming, and supporting community partners using novel approaches to preventing overdose and increasing access to treatment.
Our multifaceted strategy is designed to address the complexity and enormity of the crisis and will only be effective if based on evolving realities on the ground. We listen to and learn from our partners, monitor the success of our collaborations, and hold each other accountable toward a shared vision of "Zero stigma. Zero deaths." Our work is iterative, designed to support and expand upon our focus areas to maximize impact. We are a learning organization that consistently evaluates progress toward our short-term and long-term impact goals. RIZE's vision is that our funding will lead to meaningful and positive results in addressing not just the immediate crisis of opioid overdose death but will also improve alignment among the overall addiction treatment ecosystem and evidence-based addiction treatment and recovery practices.
Position Overview
The program operations coordinator is an essential member of RIZE's program team and will provide administrative and operational support to grantmaking and program processes. The program operations coordinator also provides administrative support, including scheduling, assisting with event coordination, financial tracking, file management, and note-taking, in support of RIZE's mission. They are expected to participate in internal and external meetings and interact with grantees and vendors. They will use applications such as Salesforce, Asana, Microsoft Office 365, Adobe, virtual conferencing software (Zoom, Microsoft Teams, etc.), WordPress, Constant Contact, and others. This position reports to the chief program officer, who oversees a portfolio of grants and other programs and requires an organized self-starter who can prioritize and manage multiple projects.
Responsibilities
Grants Management
Operations
• Support overall operations of the grantmaking function. Maintain Salesforce database; ensure grant records and contacts are up to date; track grantee progress; track payments and milestone dates, and prepare internal reports
• Create or update application forms, instructions, and guidelines as needed using applications such as Adobe, Jot Form, and other tools
• Prepare and send grant agreements, amendment letters, and other correspondence
• Monitor timely payment of approved grants and coordinate with finance team and program officers to resolve issues
• Manage projects from start to finish, which may include writing summaries or progress reports, contacting appropriate individuals to ensure/ascertain the status of projects, and other project and administrative support as needed
• Support projects through scheduling, resource management, research, data compilation, and other support as warranted.
• Schedule site visits, feedback calls, and informational meetings
• Serve as initial point of contact for questions and support about the grantmaking process
• Monitor grants inbox and provide technical support for grantees with application and reporting processes
Program Strategy Support
• Assist with scheduling meetings and preparing agendas, materials, communications, and presentations for the program strategy committee of the board of directors, grant review committees, and community review boards
• Assist with scheduling and organizing virtual and in-person learning communities, webinars, and other program events
• Track workflow and calendar for the program team in Asana
General
As a member of RIZE's small team, the program operations coordinator performs certain functions that are not specific to their job but help support the overall organization. This includes:
- Attend all staff meetings and required training and events
- Participate in organizational development and change processes, including serving on special project teams
- Support RIZE's culture and values; align outcomes, practices, and communications within organizational culture
- Assist with general office staffing and office duties, such as scheduling, receiving visitors, answering phone calls, event management (onsite and virtual), and other tasks as assigned
- Submit expense reports and timecards by the stated deadlines
Qualifications
Education & Experience
- High school diploma required, associate degree preferred
- Minimum of three years of work experience
- Demonstrated operational and systems management skills
- Experience working in non-profit organizations or philanthropic institutions or a strong desire to learn more about the sector. Interest in philanthropic practice and grants management
- Proficiency in or capability of adopting new software, including Salesforce (and other relational databases), Asana (and other project management tools), Adobe Acrobat, Microsoft Suite, WordPress, Jot Form, and video conferencing/calling
Competencies (Knowledge, Skills & Personal/ Behavioral Attributes)
• Knowledge of general grantmaking, philanthropy, and nonprofit principles
• Excellent attention to detail and high level of follow-through
• Ability to organize work, self-manage time, and build relationships in a hybrid environment
• Ability to communicate clearly and concisely through verbal and written communication
• Customer service orientation, reliable and responsive communicator
• Comfortable with repetitive work
• Sense of priority, flexibility, good judgment, and teamwork.
• Highly collegial; comfortable working as part of a small team.
• Adaptable, with the ability to listen to new ideas, encourage open dialogue, share opinions, and change course based on new information.
• Willing to do whatever is needed in a small organization.
• Ability to thrive in a fast-paced, impact-driven environment.
RIZE seeks someone passionate about ending the overdose crisis and unafraid of new ideas. Success in this position will require a positive, can-do, learning mindset and a collaborative, team-oriented approach. This is a full-time, hybrid role. RIZE is in downtown Boston, and occasional travel, primarily in-state, will be required for meetings and events as needed. The role may require evening and occasional weekend work.
EEO Statement
We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and other status protected under law.
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