The Operations Officer plays a key role in supporting the Vice President of Operations to ensure Galapagos Conservancy runs smoothly, safely, and in alignment with its mission and strategic goals. This position provides cross-functional support across human resources, grants implementation, financial management, legal compliance, and administrative systems.
What You'll Do
- Work with VP and department heads to maintain Terms of Reference/Job Descriptions up-to-date and create new ones as needed
- Assist with creation of job descriptions and posting of positions
- Provide support for initial screening of candidates for open positions, ensuring implementation of hiring processes
- Facilitate set-up and purchase of equipment and software for new hires
- Support the implementation of onboarding plans for new staff
- Working with the Operations team as a whole, implement the annual staff retreat, including logistics and coordination of activities in conjunction with the Leadership Team
- Document and facilitate the implementation of professional development plans for staff
- Coordinate regular (minimally annually) review of Employee Handbook
- Coordinate the development and proper documentation of Standard Operating Procedures (SOPs)
- Support core administrative and operational systems, including office operations, IT infrastructure, file management, data security protocols, and vendor relationships
- Work with Ecuador team to ensure the successful implementation of annual grants lifecycle (from selection process to close)
- Support and ensure the use of grants database [SurveyMonkey Apply] for grants applications, reporting, and financial tracking
- Provide administrative support to grants-related staff as requested
- Ensure compliance with all organizational policies
- Support state charitable registrations, insurance requirements, and organizational filings
- Facilitate the proper documentation of contracts and other legal documents of the organization
- Implement organizational risk policies and documentation
- Comply with and help ensure organizational compliance with finance policies
- Provide additional support to the accounting function of the Operations team as needed
- Provide general administrative support to the Operations team as assigned, including the preparation of needed reports
- Suggest improvements to streamline processes and reduce inefficiencies
What We're Looking For
- Bilingual proficiency in English and Spanish
Technical Stack
- SurveyMonkey Apply
Team & Environment
- Reports to the Vice President of Operations
Benefits & Compensation
- Salary: Not specified
- Equity: Not specified
- Other compensation: Not specified
Work Mode
- Work type: Not specified
- Locations: Not specified
- Flexibility: Not specified
Galapagos Conservancy is an equal opportunity employer committed to diversity, equity, and inclusion.
