Operations Coordinator

Operations Coordinator – Full Time

To apply for this position, send your resume, cover letter (500 words max) and 3 references to karen@gro-ww.org Applications accepted on a rolling basis until the position is filled. Priority deadline: March 31, 2026.

About GROWW

GrassRoots Organizing Western Wisconsin (GROWW) is a 501c4 power organization: a vehicle for people to come together around shared values and self-interest to change systems of power over time. Unlike service or advocacy organizations, our purpose is not to provide charity or “raise awareness”, but to organize members to act collectively in the public arena. GROWW is owned and governed by its dues-paying members, who take responsibility for the direction of the organization rather than acting as spectators or “volunteers”. We intentionally cultivate a culture of leadership where people take risks, hold one another accountable, and grow through action, tension, learning, and development.

GROWW works alongside its sister organization GROWW Education, a 501c3 which focuses on leadership development and winning our agenda through training and civic engagement.

GROWW is experiencing an exciting season of growth. As our programs and fundraising efforts expand, so will our operational needs. This role offers meaningful opportunities to grow along with the organization.

Position Overview

This role is not about traditional administrative support — it is about building and stewarding the systems that allow the entire organization to function efficiently and effectively. This role is well-suited for someone who enjoys executing tasks, managing details, and helping systems run smoothly. The position involves a wide range of administrative and logistical responsibilities and requires someone who can take direction, follow through reliably, and keep projects moving forward. The ideal candidate is proactive, detail-oriented, and comfortable managing many responsibilities at once.

Operations Coordinator qualifications:

• Technical Proficiency: Proficiency in MS Office (Word, Excel, PowerPoint) or Google Workspace, and office equipment.
• Familiarity with Google Suite (Docs, Sheets) is a plus
• Comfortable working with technology to perform data uploads, pull reports, etc
• Discretion: Handling sensitive or confidential company information.
• Basic Bookkeeping: Handling expenses, processing invoices, and managing cash donations at events.

Operations Coordinator Attributes:

• Communication: Strong verbal and written communication for professional interaction with staff, clients, and vendors.
• Ability to work independently and productively in a work-from-home environment
• Organization: Excellent multitasking, time-management, and prioritization skills.
• Attention to detail
• Dependable
• Able to adapt easily to evolving environments and take initiative
• Strong problem solving skills and ability to view challenges as opportunities rather than obstacles
• Eager to learn new skills
• Proactively try new methods to improve processes

Requirements:

• Reliable transportation
• Able to provide remote office space that includes your own computer, smartphone and quality printer

This is a remote position although attending in-person meetings and events will at times be necessary. We will give preference to candidates living in Western WI, near our 7 county area of Barron, Buffalo, Dunn, Pepin, Pierce, Polk and St Croix. Some events are on weekends or evenings.

Responsibilities:

• 20% of time – Event logistics for Organization wide meetings and trainings: Responsible for meeting with organizers to fully understand their vision, expectations and objectives for the event; coordinating with volunteers, vendors, caterers and venues to ensure all event logistics from set-up to clean-up flow seamlessly, all while tracking expenses and staying within budget.
• Coordinate with organizer to fully understand venue requirements
• Secure location, organize food/refreshments, childcare for participants, etc
• Synchronize logistics with agenda to create seamless transitions for meeting breaks and lunches
• 15% of time – Inventory tracking and management: Responsible for creating and implementing a system to store and track GROWW equipment, signage and promotional materials. Monitor usage levels of all marketing materials and coordinate with the Communications Team to have more printed when necessary.
• Manage GROWW inventory of event/meeting equipment such as coffee pots, podium, signage, etc and keep track of its location.
• Maintain inventory of media materials and determine appropriate re-order levels to ensure we don’t run out.
• Coordinate with organizers to provide media materials and event equipment when they need it. This may include physical delivery of equipment to meetings or events, or mailing/delivering media materials to organizers homes.
• 25% of time – Data maintenance: Coordinate with organizers and other operational staff to ensure accurate data tracking for meetings and events. Responsible for data cleansing and merging of duplicate records while maintaining date integrity.
• Tracking donor records in EveryAction and reconciling them to financial records
• Cleaning data- regularly removing duplicates, implementing standardized entry procedures
• Coordinating with organizers to upload meeting participation data and activity codes
• Data entry – with an eye toward identifying and implementing opportunities for automating data entry process when possible
• 25% of time – Administrative: Manage daily office operations by performing routine administrative functions such as correspondence, making bank deposits, and monthly mailings of membership packets.
• Managing the membership module in EveryAction
• Monthly mailing of membership packets
• Weekly monitoring of membership records for household memberships and recurring donation renewals.
• Using mail merge to create personalized letters and envelopes for mailings.
• Processing mail from PO box.
• Depositing checks received in the mail.
• Sending thank you letters to donors.
• 15% of time – Special projects as needed

Compensation and Benefits

Compensation for the Operations Coordinator role is $20 to $25 per hour depending on experience.

Benefits include employer contribution to health insurance for employees and their dependents; full vision and dental coverage; generous paid time off (13 holidays, 4 weeks PTO, and the week between Christmas and New Year’s); life insurance; contribution to HSA, and mileage reimbursement. After 6 months up to a 3% employer contribution to 401k. We offer ongoing professional development opportunities.

GROWW staff work remotely and attend frequent in-person meetings and events.

GROWW 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. Selection for roles will be based on individual merit and qualifications alone.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: Remote