Overview
This role supports program execution and coordination by serving as a trusted connector between a program team and central functions. Responsibilities include maintaining visibility into program operations, supporting analysis and insights for managers and principals on project and grant strategy, and helping translate strategy into clear, executable plans.
The position reports to a Program Finance and Operations Manager and works closely with senior staff to support operational excellence, cross-team coordination, and continuous improvement.
This role can be hired at multiple levels.
Responsibilities
Operating rhythm and coordination
- Support the team’s operating cadence by preparing materials, tracking follow-ups, and assisting leadership discussions to translate into coordinated action
- Support maintaining alignment across business cycles by working with the Program Finance and Operations Manager, managing directors, and principals
- Facilitate internal coordination with other programs and operations on shared resources and objectives, providing frequent updates to leadership (including cross-team projects and shared organizational outcomes)
- Model team values and support preparation and follow-up for group discussions to ensure clarity and alignment
- Coordinate annual employee engagement planning and implementation in coordination with program leadership
Financial management and analysis
- Coordinate development of program budgets, including annual budgeting, proposal budgeting, financial reforecasting, revenue planning, expense planning, and workforce planning
- Provide routine updates and financial analysis to managing directors, principals, managers, and at times the CFO
- Coordinate with Finance and Development teams to ensure program budgets and funding pipelines are accurate
- Analyze budgeting data and prepare summaries and recommendations for fundraising, staffing, and financial management
- Track project and grant balances and flag variances or risks to leadership
Revenue and funding pipeline management
- Track and report on the funding pipeline and provide timely status updates on potential funding gaps and other risks
- Support and sometimes facilitate proposal and reporting for donors and non-philanthropic projects (clients, governments), including maintaining documentation of compliance requirements and programmatic materials
- Coordinate with Development and program staff to ensure funding pipeline opportunities are up to date in Salesforce
- Assist with donor communications and management as needed
People operations
- Support hiring in coordination with the People team, including job postings, resume reviews, and sometimes interviews
- Partner with the program team and People team to facilitate onboarding and training plans
- Maintain and update team onboarding materials in collaboration with program and department colleagues
- Facilitate the program team’s use of available training and learning and development opportunities
- Facilitate and coordinate team events and retreats that strengthen connections and shared purpose
Procurement, contracting, and invoicing
- Coordinate existing contracts and support creation of new contracts and relationships with current and future program contractors, including in-country team members
- Support contract review to ensure alignment with operational and financial best practices
- Partner with Accounts Receivable or Accounts Payable to review invoices and align invoicing terms and invoicing processes for providers and clients
- Work with the Program Assistant to ensure vendor and supplier bills are submitted correctly and on time; work with project managers to do the same for client invoices
- Coordinate procurement processes with the procurement office
- Support the Program Assistant with submission of monthly international employee expense invoices
Project management systems and reporting
- Maintain project data in organizational systems and support project managers in creating new projects when needed
- Provide consultative support to Project Managers on reviewing and approving timesheets and expense reports
- Track organizational performance indicators and prepare summaries for program leadership review
- Maintain the program’s SharePoint homepages and file system, including compliance with non-disclosure agreements and clauses
Internal cross-functional coordination
- Support coordination between program teams and central departments by elevating questions and needs as appropriate
- Contribute to organization-wide process improvement efforts and participate in centrally led initiatives as assigned
- Monitor compliance with organizational policies and escalate inconsistencies or misunderstandings to managers or program leadership
Minimum Qualifications
- 3-6 years of experience in operations, finance, consulting, or related analytical roles in for-profit or nonprofit environments
- Organizational skills required for successful operations of 50 person teams and complicated funding compliance
- Experience supporting senior leadership with analysis, reporting, and operational coordination
- Outstanding analytical skills
- Experience contributing to operational change in a fast-growing organization
- Ability to communicate with and manage diverse stakeholder groups within a remote or distributed environment, fostering clarity and trust
Preferred Qualifications
No preferred qualifications were specified.
Compensation & Benefits
Base salary and bonus
- Salary range: $77,732 - $95,800
- Annual bonus target: 5%
- Eligibility for merit-based increases tied to both individual and organizational performance
- Salaries are determined based on a mix of experience and market benchmarks; expectation is not for starting salaries to be at the top of the band
Benefits
- Medical, dental, and vision insurance
- 403b retirement match with immediate vesting
- Group life, AD&D, short- and long-term disability
- Optional voluntary life, AD&D, and accident plans
- Health savings or flexible spending accounts
- Fertility and hormonal health support
- Mental health and wellness support
- Comprehensive leaves of absence (including generous parental leave)
- Generous paid time off and sick leave
- Paid sabbatical leave
- Regional holidays with at least one extended break in each geography
- Work from home and home technology allowances
- Learning & development opportunities (LinkedIn Learning and an annual individual professional development budget)
- Potential for bonuses and merit increases
- Discount marketplace (e.g., gym memberships, pet insurance, etc.)
- Hybrid/remote work options
- Team retreats and geographic meetups
- Rewards and recognition programs
Location
- Remote-ready; team members are located around the globe
- U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado, and Basalt, Colorado
- This role can be located from anywhere in the continental United States
- Offices are available for meetings or focused work
- Occasional in-person meetings/retreats are expected; all travel costs are covered
- The employer provides essential IT equipment plus a one-time home technology payment and a monthly work from home/commuter allowance
Equal Employment Opportunity
Equal employment opportunity and non-discrimination apply under U.S. federal law. Discrimination is prohibited on legally recognized bases, including but not limited to age (40 and over), race, color, sex, pregnancy (including lactation, childbirth, or related medical conditions), religion, national origin, ancestry, physical or mental disability, genetic information (including testing and characteristics), sexual orientation, gender expression/identity, uniformed service member status, veteran status, citizenship status, or any other applicable status protected by applicable law.