Operations Coordinator (Part-Time)

Position Title: Operations Coordinator

Reports to: CFAO

OUR TEAM VALUES

Integrity

• Perform at the highest standards. We strive for best in class.
• Be honest in our interactions and develop trusting relationships.
• Take personal, and where appropriate, team responsibility for results.
• Acknowledge what we don’t know.

Openness

• Demonstrate willingness to continuously learn, grow, and change.
• Celebrate our differences.
• Be present, curious and receptive to new and different ideas and situations.

Mindfulness

• Ask for help and reciprocate help when needed.
• Respect each other’s perspectives, experiences, and sensitivities.
• Be mindful of our individual impact on the work environment.
• Speak with thoughtfulness. We think before we speak.

Collaboration

• Show a willingness to give up personal ownership for the greater good/outcome.
• Work together to foster individual and organizational growth.
• Create an environment where the whole is greater than the sum of its parts.
• Have a holistic view of the work of the organization.
• Remain flexible to achieve optimal outcomes.

THE POSITION

The Part-Time Operations Coordinator is a key member of DBSA’s Finance & Administration team, supporting the daily functions that keep the organization running efficiently. This role works closely with the Chief Finance and Administration Officer (CFAO) and provides operational and administrative support across facilities, HR, technology coordination, and finance. The Operations Coordinator helps create a responsive and well-organized workplace and plays an integral part in advancing DBSA’s mission and internal operational excellence.

This is a part-time position, working 20 hours per week. We are willing to discuss an ideal schedule on a candidate per candidate basis.

ESSENTIAL FUNCTIONS

Facilities & Office Operations

• Coordinate office needs including supply management, equipment maintenance, and vendor communication
• Assist with space planning, remote/hybrid work logistics, and ensuring a well-functioning and welcoming environment
• Maintain office procedures and documentation

HR & People Operations

• Support employee onboarding and offboarding (equipment setup, system access, orientation materials, benefit 401(k) enrollment and exit)
• Help maintain up-to-date HR records and documentation
• Assist with organizing internal communications and engagement activities

Technology Coordination

• Work with IT support vendors to resolve tech issues and ensure timely setup onboarding and offboarding
• Track inventory of hardware, software, and user licenses
• Support the implementation and documentation of new digital tools or platforms

Finance & Administrative Support

• Assist with data entry, invoice processing, and maintaining financial records
• Support budget tracking, procurement activities, and document management
• Collaborate with the CFAO on financial workflows, audits, and compliance needs
• Perform other administrative or operational duties as assigned to support the Finance & Administration team and overall organizational goals
• Support CFAO on financial and administrative projects

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee of this job. Duties, responsibilities, and activities may change at any time with or without notice.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Operations, or a related field—or equivalent work experience
• 1–3 years of experience in an administrative, operations, or office coordinator role
• Exceptional organizational and multitasking skills
• Strong written and verbal communication abilities
• Proficiency with Microsoft Office Suite
• Detail-oriented and process-driven, with a flexible and collaborative approach
• Experience working in nonprofit or mission-driven environments, preferred
• Familiarity with project management software, preferred
• Knowledge of tech inventory management and remote work coordination, preferred

Desired Skills and Experience: Any combination of education or experience providing the required skills and knowledge for successful performance will be considered.

PHYSICAL REQUIREMENTS, ENVIRONMENTAL CONDITIONS AND OTHER REQUIREMENTS

• Ability to perform work utilizing a computer and a telephone for extended periods of time.
• Ability to frequently interact with others and work in environments with others
• Ability to demonstrate regular and predictable attendance
• Ability to multi-task, shift priorities
• Strong interpersonal skills with the ability to build trust, rapport, and effective working relationships with diverse stakeholders.
• Excellent communication skills, including the ability to convey complex information clearly in verbal and written formats.
• High emotional intelligence with the capacity to navigate sensitive conversations, support staff, and motivate teams.
• Strong organizational and time management skills, including the ability to manage multiple projects simultaneously in a fast-paced environment.
• Sound judgment and decision-making abilities that reflect a balance between analysis, experience, and organizational values.
• Demonstrated commitment to collaboration, teamwork, and fostering an inclusive, respectful workplace culture.

COMPENSATION & SCHEDULE

This is a part-time, non-exempt position up to 20 hours per week. The hourly range for this position is $24-30. The position will primarily work standard hours of 8:30 am – 5:00 pm, with flexible start/end times possible. Periodic evening or weekend hours may be required.

This position is fully remote through 2026, with required travel to Chicago for quarterly meetings and additional meetings as needed. While the role is currently remote, candidates should be open to a potential return to a hybrid or in-office model in Chicago beginning in 2027. Local Chicago candidates are preferred, and the position is open only to residents of Illinois.

DEDICATION TO AN EQUITABLE WORKPLACE

DBSA is committed to equal employment opportunity for all employees, and to providing employees with a work environment free of any form of discrimination and harassment. DBSA is committed to achieving a diverse workforce through our equal opportunity and nondiscrimination policies in all aspects of employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. At DBSA, we make a point to celebrate our differences and respect each other’s unique perspectives. In fact, it is core to the work we do.

Pay: $24.00 - $30.00 per hour

Work Location: Remote