SCOPE Administrative and Operations Support Coordinator

Position Title: SCOPE Administrative and Operations Support Coordinator

Tier / Category: Tier 3 / Coordinator III

Reports to: Southern Crossroads Director

Employment Status: Full Time

FLSA: Non-Exempt

Location: Remote

NLRA: Bargaining Unit Member

Showing Up for Racial Justice (SURJ) organizes majority-white communities across the country to work for racial and economic justice. Our work encompasses: supporting a network of 150+ chapters across the US and Canada; growing and mobilizing a national membership body for individual members; running place-based organizing projects in Tennessee, Kentucky, and Georgia; and working alongside POC-led partner organizations in the broader social justice movement ecosystem. We work to build the working-class white flank of multiracial majorities fighting for the things all communities need. We organize white people by engaging their shared interest-- what they stand to gain by joining alongside people of color.

We ground our organizing in a framework of shared interest and have an inclusive, open-hearted approach to organizing - calling people into this work rather than creating barriers to participation - while maintaining a clear political line. We believe that together, as part of a powerful multi-racial, cross-class movement for collective liberation, we can force the systems of white supremacy and racialized capitalism to crumble.

Southern Crossroads (SCOPE) is growing an alliance of membership-based grassroots organizations building collective power and multi-racial alliances among cash poor and working people in small towns across the southern region. To see this vision become reality, we expect all staff to:

Summary of Position:

SURJ is seeking an Administrative and Operations Support Coordinator to support the administrative and planning needs of the SCOPE Director and support and facilitate operations for the full Grassroots Organizing team, including logistics for in person events.

The ideal candidate for this role will be highly self-directed and proactive. They’ll be able to assess priorities and needs quickly, and own accountability systems for the Director with minimal oversight. They will be passionate about supporting a movement organization through their strong administrative skills. They are proud to know that the stronger their administrative work is the more people we can organize and the bigger we can dream.

The Administrative and Operations Support Coordinator is reliable and does what they’ll say they’ll do. They notice details that have fallen through the cracks and fix them or bring ideas for how to fix them. The Director is getting many requests all day and has many competing priorities. Given that, the Administrative and Operations Support Coordinator is not afraid to tell other people “no” in a kind manner to protect the time and resources of the Director. The Administrative and Operations Support Coordinator asks great questions that help the Director sharpen their plans. They easily and quickly pull next steps from any conversation they’re listening in on, ensuring the Director has good documentation on what’s next. They translate complicated thoughts into concise documents, emails, etc. for the Director to send. They are a spreadsheets pro and don’t need any training to organize or design the department’s data systems.

PRIMARY RESPONSIBILITIES — Essential duties and responsibilities may include, but are not limited to the following:

Priority 1: Administrative Support for SCOPE Director (65%)

Provide high-level administrative support to the SCOPE Director, including:

• Balance, prioritize, and organize all internal and external demands on the Director’s time, exercising sound judgment and complex decision making
• Frequent check-ins with Director to confirm new or emerging priorities, ensure alignment on current projects, help develop creative solutions in close collaboration with the Director
• Attend meetings to take notes, document decisions, and track follow-up actions for the Director and the program
• Manage and maintain the Director’s calendar, including scheduling meetings, coordinating priorities, and ensuring preparedness for all engagements
• Active inbox management for the Director including prioritizing time-sensitive communications, drafting responses, efficiently organizing, labeling and archiving, and tracking action items and deadlines
• Coordinate travel logistics and ensure the Director has all necessary materials and information for events
• Track and process reimbursements and receipts
• Develop process for maintaining and updating Directors’ task list; create accountability measures for the Director to ensure all tasks are completed
• Gather and organize updates from program staff through a weekly tracking system
• Compile and summarize information for reporting purposes, including grant reporting
• Track annual calendars for events, retreats, and key organizational activities
• Serve as a liaison to support clear, respectful communication between leadership, staff, and external partners

Priority 2: Team Operations & Logistics Support (25%)

Provide operational and logistical support to the SCOPE and Grassroots Organizing teams, including:

• Develop, build and manage organizational systems for the team that foster efficient, effective tracking of progress toward goals and can illustrate the team’s impact
• Participate in team meetings to support coordination of campaigns and events
• Collaborate with other SURJ departments as needed
• Lead logistics planning for in-person retreats (approximately twice per year)
• Provide on-the-ground support for team events, retreats, canvassing efforts and other in-person gatherings
• Conduct research related to SCOPE and GRO campaign plans and strategies (i.e. tenants’ rights, fair housing) and prepare reports to support team projects
• Project manage department’s responsibilities in organization-wide projects such as drive optimization with other administrative support staff
• May coordinate activities of peers and other colleagues for specific projects such a metrics tracking, team gatherings, lobbying coordination
• Support staff hiring and onboarding processes including preparing materials for new department staff in coordination with the Director or Deputy Director

Additional support may include:

• Assisting with database-related tasks
• Creating basic graphics and drafting or scheduling social media content
• Updating the Southern Crossroads website

Priority 3: Organizational Participation & Professional Development (10%)

Contribute as an active member of SURJ and the Southern Crossroads team:

• Communicate proactively with your supervisor regarding workload, priorities, and schedule changes
• Meet regularly with your supervisor to develop work plans, set goals, and track progress
• Attend staff meetings across SURJ, Southern Crossroads, and relevant regional teams
• Complete weekly, monthly, and annual planning
• Develop and maintain an annual professional development plan, including trainings or learning opportunities
• Participate in periodic reviews to assess progress and adjust goals
• Maintain accurate work schedules and calendars
• Complete timesheets and track leave in required systems
• Engage in a culture of direct, respectful feedback that is kind

QUALIFICATIONS:

• Minimum of 3 years of relevant experience as a remote team operations coordinator, executive assistant, administrative assistant, or similar role (nonprofit experience preferred)
• At least 2 years of experience coordinating event logistics
• Google Workspace proficiency including drive file management, spreadsheets and forms
• Strong organizational and customer service skills
• Willingness to travel occasionally in support of logistics for in-person gatherings, including staff retreats, trainings, or campaign actions.
• Ability to meet SURJ’s policies, including COVID-19 vaccination requirements (subject to applicable accommodations)
• Ability to meet driving policy to ensure you meet all minimum qualifications for this role.

KNOWLEDGE:

• Experience supporting complex and dynamic scheduling needs
• Experience effectively collaborating with director-level supervisor with ability to offer recommendations and direct feedback
• Experience working remotely and collaborating across geographically distributed teams
• Understanding of, or experience with, racial justice or community organizing work preferred.
• Familiarity with tools such as EveryAction and Asana is a plus
• Experience updating and managing website content
• Competent use and familiarity with social media management tools for scheduling and posting

SKILLS:

• Excellent interpersonal skills and ability to build relationships across lines of difference
• Strong writing skills, including proofreading and editing, with experience drafting professional communications from verbal direction or rough notes
• High level of attention to detail and accuracy
• Effective time management and organizational skills
• Strong judgment and decision-making skills, even with incomplete information
• Effectively build organizational systems from the ground up
• Solid research and report preparation skills
• Solid visual design skills and familiarity with Canva or similar graphics tool

ABILITIES:

• Ability to process verbally given information and move the given tasks
• Skilled at estimating timelines and meeting deadlines
• Capable of managing complex tasks/projects/priorities with minimal supervision
• Ability to handle sensitive and confidential information with discretion
• Comfort working in a fast-paced environment with shifting priorities
• Reliable and accountable, with strong follow-through
• Proactive and able to anticipate needs
• Ability to manage multiple priorities simultaneously
• Flexible and adaptable to changing circumstances
• Able to work both independently and collaboratively

BENEFITS:

• Annual Salary: $67,000
• Health, dental and vision insurance including available employer contribution toward spouse, children and family coverage
• 401K retirement plan with up to 6% employer match
• Twenty (20) days paid time off per year (prorated)
• Twenty (20) days of health and wellness leave per year (prorated)
• Thirteen (13) paid holidays per year
• Three additional paid weeks off for organization-wide shutdown summer & winter breaks
• Employer paid short-term and long-term disability insurance
• Employer paid life insurance
• All staff works remote from home
• Monthly $150 technology support stipend (internet, phone)
• Professional development resources each year
• Paid parental leave
• Paid sabbatical after 5 years

APPLICATION PERIOD:

Applications will be accepted until the position has been filled.

SURJ is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, veteran status, or any other characteristic protected by law.