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Quivira is hiring a Operations Director
About Quivira Coalition
The Quivira Coalition (www.quiviracoaltion.org) is a Santa Fe-based nonprofit that builds resilience on arid working lands. We foster ecological, economic, and social health through education, innovation, and collaboration. The Quivira Coalition aims to shift current practices of agriculture and land stewardship to those that produce good food, support meaningful livelihoods in rural places, sustain biodiversity, and remedy the impacts of climate change. We do this work through agricultural apprenticeship, land and water restoration, and rancher- and farmer-led knowledge exchange. Knowing that it is critical to the success of our work, Quivira Coalition is committed to diversity and inclusion, and we aspire to build a diverse staff team and community, including groups that are traditionally under-represented among stewardship and agricultural support services.
In the last year, the Quivira Coalition has grown, and as a result, so has our need for organizational development and systems. Additionally, we have committed to greater diversity, equity, inclusion, and antiracism, which have also created a need for evaluating and evolving our existing systems. We have created a new position of Operations Director to help our organization continue to grow our work in the coming years in ways that help us maintain healthy and supportive relationships with our staff, partners, and broader community, while effectively and efficiently delivering our programs and fulfilling our mission.
Quivira Coalition is seeking a full-time operations director who will oversee day-to-day operations for the organization and ensure that all staff work towards achieving operational goals. This person will work closely with the executive director and the leadership team, and will supervise a part time bookkeeper and a part time building manager.
Who we’re looking for
The Operations Director is a personable systems thinker who has demonstrated capacity to operationalize administrative and financial systems, and enthusiasm for supporting the people who routinely engage with them. This person is as excited about designing and writing a clear internal expense reporting protocol as they are about training and supporting staff to use it. This person has the capacity to be a team builder and facilitator, while bringing both compassion and pragmatism to the administration of a small nonprofit. The ideal candidate for this position is a people oriented person who has aptitude and enthusiasm to work where organizational protocols and systems intersect with real people and the diversity of their experiences and needs. This person understands the all-hands-on-deck nature of a small nonprofit and appreciates answering a phone or refilling the paper in the printer as much as engaging in high level administrative systems development or detailed recordkeeping for an annual audit.
The ideal candidate brings experience and passion for nonprofit administration, specifically nonprofits working in conservation, land stewardship, regenerative agriculture, or rural development. This person also has knowledge of managing human resources in a small business or nonprofit environment, with particular capacity for centering equity in the workplace. The operations director will have experience and enthusiasm for helping a small, but growing nonprofit with critical organizational development ranging from new employee onboarding to evaluating technology for effective remote work to ensuring compliance with state regulations for nonprofits. Finally, the person stepping into this position should bring a passion for regenerative agriculture, land stewardship, and the diverse communities of the rural western US.
Description of the position
The Operations Director is primarily tasked with ensuring organizational effectiveness, efficiency, and safety. They will oversee operational activities including: office administration, human resource management, and financial and administrative workflows and recordkeeping. The operations director is responsible for streamlining, delegating, and executing intra-office communication, activity, and documentation protocols; financial recordkeeping to support effective budgeting, financial reporting and annual audit; team management to ensure a safe, fair, and generative work environment for all Quivira staff; human resources management to maintain compliance with organizational policies and state and federal regulations; support the Quivira staff and board of directors to maintain records and procedures to comply with grant or other reporting requirements; generally ensure the health of the organization through good operational systems and compliance with internal and external policies.
This person will work closely with the executive director, and will be a member of the leadership team. This person will work with the leadership team to articulate, evaluate, implement, and improve internal systems protocols. This person will work with all staff to foster a supportive, safe, productive, and enjoyable work environment by overseeing onboarding, team building, staff meetings, professional development and other activities contributing to a positive work culture.
SPECIFIC DUTIES AND RESPONSIBILITIES
Human Resources / Personnel / Payroll
- Articulate and oversee annual HR goals, budget, and strategy to establish and maintain a trusting, inclusive, equitable, and productive workplace
- In collaboration with the leadership team, articulate and oversee employee engagement activities including input on organizational processes, conflict resolution protocols, and annual employee review process
- Work with the leadership team to evaluate and uphold organization policies and standards
- Find ways to celebrate staff at work and as people through team building, anniversary recognition, birthday celebrations, etc.
- Create, update and file personnel records, benefits accounts, employment agreements, technology accounts, and others
- Articulate, evaluate, and oversee new employee onboarding and employee departures
- Work with Executive Director to process bi-weekly payroll
Staff and Board Support
- Coordinate staff and board meetings and team building activities including scheduling, agenda setting, facilitation, and documentation
- Participate in leadership team meetings and decision making
- Function as IT management including evaluating IT solutions, training staff on technology best-practice, and managing organizational technology login information and account renewals (Zoom, GSuite, Slack, etc.)
- Assist when necessary with agendas/travel arrangements/appointments etc. for program and development staff
- Support staff in preparing for workshop sales (petty cash, inventory assessment) and membership drives
- Collect and maintain all board of directors required documents such as annual conflict of interest statements, board commitments, etc.
- Articulate and oversee annual administrative goals, budget, calendar, and record keeping to keep the organization compliant with internal policies and external requirements of grantors and government
- Maintain business insurances and evaluate insurance needs and coverage
- Maintain state and federal nonprofit filings not covered by payroll or accounting services
- Submit timely reports on administrative activities and prepare presentations/proposals as assigned
- Serves as ﬁrst contact for inquiries from members and the public including managing office based phone calls and correspondence (e-mail, letters, packages etc.)
- Coordinate office activities and operations for efficiency and compliance with legal rules and regulations
- Track office supplies and technology inventory and place orders when necessary
- Maintain building tenant files and work with building manager on keeping relevant records about building maintenance and expenses
Accounting and financial management
- Work with executive director on evaluating accounting services and on developing financial reporting practices that work for staff, the board, and annual audit requirements
- Articulate procedures for and support program directors in budgeting, bookkeeping, expense tracking, timekeeping, reporting, and invoicing
- Work with the leadership team to maintain customer and vendor relationships and records
- Manage, initiate, and track accounts payable and receivable
- Collaborate with accounting services and staff to reconcile monthly financials
- Support the annual audit (annual reporting, document assembly)
In addition to these activities, the operations director will help shape and facilitate other organizational activities including contributing to communications that keep stakeholders informed and Quivira’s annual REGENERATE conference. Additional activities will evolve with the needs of the organization and the strengths and passions of the director.
- Sense of humor, flexibility, willingness to do what needs to get done.
- Substantive experience in nonprofit operations, administration and management.
- Substantive experience with human resources management and payroll processing.
- Experience in meeting facilitation.
- Ability to work independently, be flexible, and manage multiple priorities.
- Experience managing IT for a small nonprofit with a remotely working team, with specific focus on GSuite, Slack, Zoom, Asana, and others.
- Bookkeeping and QuickBooks experience and application of generally accepted accounting practices.
- Excellent and professional written, oral, and interpersonal communication skills.
- Capacity and competency for cross-cultural communication, and to work with diverse groups of people.
- Strong organizational skills and ability to coordinate a diverse and busy staff.
- Must have a valid driver’s license.
- Must be able to lift 25 lbs.
- An understanding of how conservation and agriculture have historically and currently impacted Hispanic, Black, Indigenous, and other communities of color.
- Work well with people from institutional and governmental organizations.
- Passionate about working with ranchers, farmers, and other land stewards, and about the work they do.
- Experience with nonprofit grant management.
- Live in or near Santa Fe, New Mexico, or be planning to relocate in the first 4 months of holding the position
- Excitement to communicate about agriculture, natural resource management, experiential/participatory education, and land stewardship.
- Capacity to work in a team environment with minimal supervision, and with a primarily remote staff.
- Multi-lingual in Spanish or Native languages.
Terms of Employment
- Quivira Coalition is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion in our organization. We embrace and encourage applicants of all ages, colors, disability statuses, ethnicities, family or marital statuses, gender identities or expressions, languages, national origins, physical and mental abilities, political affiliations, races, religions, sexual orientations, socio-economic statuses, or veteran statuses.
- Reports directly to the executive director.
- Compensation $47.5k-$64.5k annually depending on experience, paid bi-weekly.
- 40 hours a week, salaried.
- This position is primarily based out of Quivira’s Santa Fe offices; Flexible work from home is possible but the candidates must live within a reasonable driving distance of the office to check mail and work with tenants. Due to the pandemic, all employees are currently working from home with access to the office on an as-needed basis.
- No relocation compensation – the ideal candidate is already based in or near Santa Fe.
- After 3 months, benefits include health care, dental, vision, simple IRA, paid-time-off, short and long term life insurance and disability policy.
Please apply online below. Please include a current two page resume with the application. The application will be in place of a cover letter; no cover letter is needed. Please have available the name, phone number, and email of three professional references. References will be checked as a part of the hiring process. You can save your application and return to it at a later time.
Please send questions to Sarah Wentzel-Fisher sarah@quiviracoalition with the subject line “Operations Director Application.”
Deadline for applications is October 15, 2021 with the intention of a start date in late November or early December 2021. This position will remain open until filled.
Since its establishment in 1997, the Quivira Coalition has prided itself on its history of working across differences at the radical center. In the last year, we have become increasingly aware of the work that we must do to ensure that individuals and communities of all backgrounds are truly included and welcomed into our work. Quivira Coalition is taking its first steps toward becoming an antiracist organization, and reevaluating what diversity, equity and inclusion means for the organization. This is difficult, often messy, ongoing work, and we are committed to working through the challenges to join the movement for racially just regenerative agriculture. We hope new hires and the perspectives they bring will continue to help us navigate this path. We invite candidates to ask questions about where we are in this journey, and to join us in moving the organization and the regenerative agriculture movement towards becoming more just, equitable, and inclusive.