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The Operations Coordinator is responsible for supporting the efficient operation of the 

organization by performing a variety of bookkeeping, clerical, operational, and administrative tasks to maintain efficient workflows, manage logistics, and streamline processes across the organization.  

This role provides key support to the Deputy Chief Executive Officer (DCEO) and the Chief Executive Officer (CEO) and reports directly to the DCEO.   

Responsibilities 

• Supports leadership with day-to-day operations of the organization, including administration, compliance, invoicing, and other operational and clerical tasks. 

• Assists with the onboarding of new staff, contractors, and members of advisory committees and Board of Directors. 

• Assists with the management of the Board of Directors to include scheduling of meetings, development of meeting minutes, and coordinating tasks of the Board committees. 

• Serves as the liaison to external vendors (e.g., Microsoft, CRM platforms) in support of organizational operations. 

• Manages and maintains a cloud-based, digital file management system. 

• Responsible for the overall management of CRM platforms and listservs. 

• Provides general administrative support and performs other related duties, as assigned. 

• Contributes to the development and adherence to the annual budget. 

• Assists with the preparation of financial and programmatic reports. 

• Contributes to the reconciliation of deliverables to funders and grantors. 

• Maintains organizational content within federal grant management systems. 

• Coordinates and schedules travel, meetings, and appointments for leadership. 

• Performs general clerical tasks such as document editing, data entry, filing, bookkeeping, note-taking for meetings, etc. 

• Helps coordinate logistics for conferences, community events, webinars, etc. (virtual and in-person).  

• Assists with project management duties.  

• Researches and recommends vendors, equipment, and information technology and software systems. 

• Coordinates, monitors, and maintains an inventory of equipment and supplies through recordkeeping, acquisitions, and procurement. 

• Ensures recency, security, integrity, and confidentiality of data.

Qualifications 

• Education may vary; a degree in a related field is preferred but not required 

• 2+ years of administrative, operational, and/or coordination experience – ideally in a nonprofit setting 

• Superior written and oral communication skills 

• Excellent organizational and interpersonal skills 

• Exemplary judgment and keen attention to detail 

• Strong analytical and problem-solving skills, including the ability to prioritize multiple tasks and work efficiently within time constraints 

• Ability to work both independently, requiring minimal supervision, and to collaborate and work well in a team environment 

• Proven ability to work within a virtual environment 

Proficiency 

• Microsoft 365 and the Office Suite, particularly Word, Excel, PowerPoint, and Teams 

• Meeting and video conferencing platforms and software, e.g., Zoom, Teams 

• Project management platforms and software, e.g., Monday, Slack 

• CRM platforms, e.g., Every Action Salesforce, HubSpot 

• Passion for the mission and programs of Vaccinate Your Family 

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. 

Working Conditions 

VYF is committed to supporting employees of varying abilities and to providing reasonable accommodations to ensure individuals with disabilities thrive in their position. 

VYF is based in Washington, D.C. with offices in Mystic, CT and staff in several states throughout the nation. The essential functions of this job include working from a computer for long periods of time to engaging in regular communication with colleagues and external stakeholders via text, audio, and video conferencing and communication platforms. This position may require periodic travel involving overnight trips. Remote work is possible, and location determinations are made on a case-by-case basis.  

Compensation and Benefits 

Salary is commensurate with qualifications and ranges from $45,000 to $60,000 in addition to a benefits package covering 100% of employee medical, dental, and vision premiums, employer retirement contributions (403b), short- and long-term disability, and generous paid time off, including parental leave. 

How to Apply 

To apply for this position, please submit a resume, cover letter, and three professional references to careers@vaccinateyourfamily.org by May 15, 2025. VYF may review applications after this deadline in limited circumstances; however, this is not a guarantee that your application will be considered if it is not submitted by May 15, 2025. Applicants will be screened on a rolling basis.  

VYF provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity 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, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.