The Operations Coordinator will provide administrative and operational support for Leonardo/ISAST, ensuring efficient team collaboration and organizational systems. This position reports directly to the Senior Director for Programs and Operations. The Operations Coordinator will play a key role in the set up, implementation, and adoption of systems that will amplify Leonardo/ISAST’s impact at a time of rapid growth. Areas of responsibility include: internal communications, cloud-based suites and apps, project management tools, technology troubleshooting, H.R. administration, database management, compiling data and reports, in-office projects.

OPERATIONS COORDINATOR RESPONSIBILITIES

Systems Administration

• Coordinate user access, collaboration, backups, and updates on company cloud systems (including Microsoft Business 365, G-Suite, and Dropbox)

• Calendar and coordinate programs and operations meetings

• Office equipment, supplies, hardware, and software research, acquisition, and maintenance

• Train staff and provide access to shared apps i.e. ClickUp, CiviCRM, Canva, Adobe, Mailchimp etc.

• Update privacy settings and certificates on Leonardo website and third-party apps

Human Resources

• Interface with PEO provider

• Update and organize staff, contractor and volunteer policies

• Assist in the design and creation of the onboarding process and documents

• Assist in onboarding new staff, volunteers and team members

• Organize and collect staff timesheets

• Research employee benefits and other HR needs

Database Management

• Update contact records into CiviCRM including imports, organizing, and de-duping

• Asure templates are up to date

• Provide lists for use in communications and development campaigns

• Stay up to date on new developments with CiviCRM

Metrics and Reports

• Assist in gathering data for reporting, i.e. audience attendees, subscriptions, social media following, etc. 

• Research, collect, and input data into annual DataArts report

• Compile dashboards and reports on audience, program participation, and engagement for board reports, fundraising, etc.

• Oversee Google Analytics and put together dashboards and reports 

• Oversee Leonardo publications Altmetrics for subscriptions and readership

Office Work 

• Work onsite at Leonardo’s Oakland, California office at least one day per week

• Assist in putting together paper mailings

• Check and distribute mail and packages

• Check voicemail and communicating follow-up actions to staff

• Monitor company role-based email accounts

• Occasional printing

• Office and storage appointment, organizing, cleaning, and tidying

• Occasional event management support

QUALIFICATIONS

• 1-3 years of experience in executive and/or administrative support

• Strong attention to detail

• Ability to proactively identify and creatively solve problems

• Methodical thinker who can develop effective systems and processes

• Capacity to collaborate and communicate with a diverse, distributed team

COMPENSATION AND BENEFITS

• Part-time position (30hrs/wk) starting at $21/hr

• 50% contribution to group health insurance plan

• 3% matching contribution towards at Impax SEP IRA (available after 6 months of employment)

• 10 days paid vacation, 10 days paid sick, 12 days paid holidays

• Remote work options

• Flexible hours (to be approved by supervisor)

• Family-friendly environment

ABOUT LEONARDO/ISAST

MISSION: Leonardo fosters transformation at the nexus of art, science and technology, because complex problems require creative solutions. We serve to empower an inclusive global network, a borderless community where all belong in pursuit of a more vibrant, just, and regenerative world.

VISION: Leonardo activates creativity to push the boundaries of today and unleash the possibilities of tomorrow.

A fearless pioneer since 1968, Leonardo serves as THE community forging a transdisciplinary network to convene, research, collaborate and disseminate best practices at the nexus of arts, science and technology worldwide. Leonardo serves a network of transdisciplinary scholars, artists, scientists, technologists and thinkers who experiment with new, cutting-edge approaches, practices, systems and solutions to tackle the most complex challenges facing humanity today.  

As a not-for-profit 501(c)3 enterprising think tank, Leonardo offers a global platform for creative exploration and collaboration, reaching tens of thousands of people across 135 countries. Our flagship publication, Leonardo, the world’s leading scholarly journal on transdisciplinary art, anchors a robust publishing partnership with MIT Press; our partnership with Arizona State University infuses educational innovation with digital art and media for lifelong learning. Our creative programs span thought-provoking events, exhibits, residencies and fellowships, scholarship and social enterprise ventures.

COMPANY CULTURE

As a collaborative member of the Leonardo/ISAST team, the Operations Coordinator serves to support fellow staff, volunteers, leadership, and the community. We are all responsible for creating safe, respectful, productive work relationships, culture and environment. We are aligned with Leonardo’s vision and values, our code of ethics, and our commitment to action for anti-racism, social justice, and human dignity. The Operations Coordinator contributes to Leonardo’s positive impact, advancing what it can do to make the world a better place.

We are a small organization with a global distributed team. We encourage a culture of support, agility, trust and transparency. 

Commitment towards justice, equity, diversity and inclusion:

Leonardo/ISAST is committed to a J.E.D.I. practice. Please refer to our anti-racist editorial policies and code of ethics. We encourage applicants from the San Francisco Bay Area to apply including those from underrepresented communities of color, ability and LGTBQIA+. 

HOW TO APPLY 

Please send resume and cover letter with “Operations Coordinator Application — [Full Name]'' in the subject line to: jobs@leonardo.info

Applications accepted on a rolling basis until the position is filled. Due to the high volume of applications, only shortlisted candidates will receive a reply. Thank you for your interest in Leonardo.