Logistics Manager

The final date to submit an application is August 15th at 5:00 pm.

The Logistics Manager will join WFC’s closely-knit Programs team, working most closely with program managers, and report to the Senior Program Manager. This position will hold, anticipate, and lead administrative and logistical needs for a portfolio of WFC Policy programs, particularly the Dr. Beatriz Maria Solis Policy Institute (SPI) State & Local Fellowship Programs and Alum Network.

Title:               Logistics Manager, Program
Location:        Remote within California
Reports to:     Sr. Program Manager
Status:             Exempt, Full-Time

The Women’s Foundation California (WFC) is operating with an entirely remote workforce and all positions are remote/virtual. Incumbents must work and reside within California. 

Overview

About Women’s Foundation California

The Women’s Foundation California has a 40+ year track record working to advance gender, economic, and racial justice. Our core strategies are: investing in community organizations, training community leaders, and connecting community partners. We support movements led by cisgender and transgender women, gender-variant, genderqueer, and non-binary individuals–especially those who are formerly incarcerated, immigrants, people of color, low-income, and/or queer.

We’re a dynamic, smart, collaborative group of people who are passionate about our work and committed to making good things happen for all Californians. Our website has more about the organization and our team.

POSITION SUMMARY

The Logistics Manager will join WFC’s closely-knit Programs team, working most closely with program managers, and report to the Senior Program Manager. This position will hold, anticipate, and lead administrative and logistical needs for a portfolio of WFC Policy programs, particularly the Dr. Beatriz Maria Solis Policy Institute (SPI) State & Local Fellowship Programs and Alum Network.

The Logistics Manager provides exceptional organizational, administrative and logistical support for the SPI program cohorts, including anticipating and leading logistics for in-person and virtual retreats, and trainings. The Logistics Manager is vital in providing ongoing program infrastructure support to ensure deadlines are consistently met and outcomes are achieved. In coordinating program logistics, this position will implement and refine systems and processes integral to providing high quality programming in collaboration with other teams across WFC. This role requires exceptional attention to detail, and an ability to proactively create systems and document best practices to ensure we are constantly learning, improving, and developing ways to work more efficiently. The Logistics Manager needs to exercise strong judgment in responding to questions, troubleshooting problems, anticipating needs, and flagging issues for other team members. Finally, the Logistics manager will need to successfully build and maintain relationships with a variety of stakeholders, including other staff at WFC, our fellows, mentors, alums, community leaders, policymakers, and other partners. This is an exempt, full-time position and represented by CWA Local 9415.

Logistical Support, Operations, and Coordination (75%) 

In leading logistical planning and execution for SPI programs, including SPI retreats and convenings, the Logistics Manager shall be responsible for the following:

• Manage logistics for in person programming (i.e. retreats and convenings), including making participant travel reservations, ensuring safety protocols are followed throughout the program, coordinating with participants regarding lodging, transportation, dietary restrictions, and accessibility needs, organizing and printing training materials, and helping Program team staff prepare and pack for events.
• Lead communications with and act as point of contact for participants, alums, mentors, staff, and speakers pre-, during, and post-program in partnership with Program managers and Directors.
• Coordinate logistics for virtual programming, including setting up technical tools, monitoring registrations and attendance, and providing administrative and tech support on the day of.

• Provide organization and support ( ie.  setting up training rooms, responding to participants’ needs, role/task assignments, distributing schedules/timelines, room assignments, etc.) at in-person/virtual day-long and multi-day retreats and gatherings to ensure events run smoothly.

• Format and assemble materials for WFC Institutes, including PowerPoint presentations, online surveys, pre-work assignments, and other documents.

• In collaboration with the Program Team, manage overall technical and administrative aspects of the Institutes’ application, recruitment, onboarding processes and the fellowship experience.
• Execute human-centered care tasks related to the SPI fellowship, e.g., process participation stipends, mail care packages and/or post-completion gifts, send speakers thank you notes, etc.
• Manage online learning resources (e.g., Google Classroom) in collaboration with Program Managers.
• Support Fellows and community partners with WFC administrative tasks, e.g., submitting reimbursement requests, childcare stipend request, etc.
• Execute the application process from application design to fellows’ onboarding, including posting the digital application form, monitoring emails, updating and scheduling decision letters, acceptance surveys, and communicating program logistics with incoming fellows and mentors.
• Participate in and coordinate fellowship selection process, including monitoring and reviewing applications for completion, scheduling interviews, and scheduling selection committee calls.
• Support Program Managers with recruitment activities, e.g. informational webinars, and coordinating promotional materials with the Communications department.

Program Operations and Administrative Support (15%)

• Perform a wide variety of ongoing administrative tasks, including answering email inquiries, calendaring, processing invoices, and reimbursements, creating and organizing documents and files, and ordering and keeping inventory of program supplies.
• Track program budgets and project management tools (e.g., Trello, BaseCamp), managing and coordinating action items.
• Maintain databases for different audiences, including SPI fellows, alums, community partners, and speakers, facilitators, and other service providers.

Other Duties (10%)

• Participate in WFC team meetings and professional development activities. May attend off-site meetings or events, as needed.
• Perform other duties as needed.

Qualifications

Required Experience

• 3+ years of experience as an administrative assistant or related administrative experience.
• 3 +  years program experience in education or enrichment program cohort-based setting.
• 2+ years experience with online platforms for synchronous conference and training delivery
• Exceptional organizational skills and detail orientation, including past experience coordinating logistics for cohort-based programs, (both in-person and virtual)
• Exceptional project management and organizational skills in leading the planning and coordination of complex conferences, events, and/or training activities that involve many different tasks, competing priorities and timelines, and deliverables
• Experience drafting and editing effective, streamlined and error-free communications with a deep understanding of how to approach diverse audiences.

Desired Experience

• Experience working in spacious, remote, independent work environment
• Creativity and ability to implement innovative ideas to improve process management
• Demonstrated ability in taking initiative to plan strategically, prioritize time, and manage implementation of plans within a  collaborative team environment
• Demonstrated experience with online platforms that support online learning for synchronous education and training delivery (Zoom, Google Classroom., Trello, basecamp, asana etc.).
• High proficiency in Microsoft Excel, PowerPoint, Outlook and Word MS Office Suite; Outlook (email, calendar), Word, Excel, PowerPoint, Slack, Dropbox, Basecamp and other online information management, communications and project management applications. Internet research experience and experience with video conference applications are a plus
• Comfort with large data sets and operating data systems (strong Excel skills required; Survey Monkey Apply and experience with survey tools preferred)
• Ability to effectively communicate and collaborate within a geographically dispersed team and program participants
• Excellent prioritization and organizational skills with outstanding attention to detail and follow through.
• Campus/extracurricular leadership experience; previous leadership training or fellowship experience.
• Strong listening, written and oral communications skills, including phone presence.

• Fluency in Spanish is a plus.

Qualities

• Strong commitment to the Foundation’s mission and vision and to our organization’s values of community, justice, well-being, and equity.
• Commitment to learning about and practicing gender justice.
• Willingness to engage and learn from the people and communities the Foundation serves.
• Passion for working in the social justice sector.
• Talent and interest in creating and managing systems.
• An eye for creating efficiencies and keeping track of details.
• Ability to develop trusting relationships with diverse individuals from many different backgrounds.
• Comfort with computers and multiple online platforms.
• Flexible, adaptable, and dependable.
• Curiosity and love of continuous learning.
• Track record of being a highly organized, self-starting and a pro-active initiator.
• Exercise good judgment and maintain confidentiality.
• Work independently as well as within a team.
• Achieve goals and meet deadlines in a fast-paced environment with multiple interruptions.
• Positive approach, can-do attitude and great sense of humor!

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job’s essential functions.

 

While performing the duties of this job, the employee is frequently required to remain at their desk for long periods while operating a computer to create documents, conducting Internet research and data entry, sending and receiving e-mail and participating in meetings in-person and virtually; communicate on a telephone and in person; read and write; apply logic and focus attention in the presence of distractions. Occasional requirements are to move about the office to access file cabinets, office equipment etc., and to travel by car and airplane.

Additional Workplace Expectations

• WFC employees currently work remotely with a four-day schedule.  However, this role requires also requires:
  •  Ability to work in evenings and weekends as needed.
  • Ability to travel statewide, including overnight stays, to support the essential functions of the position (4-6 times per year).
• All WFC employees must be fully vaccinated for COVID-19 as a condition of employment by the start date of employment for new hires, unless they have been approved for an exemption from the vaccination requirement as a reasonable accommodation for a medical condition or restriction or sincerely held religious beliefs.

OUR VALUES AND COMMITMENT TO DIVERSITY AND INCLUSION

We value a diverse and inclusive workplace and strongly encourage people of color, LGBTQIA+ individuals, transgender people, gender non-conforming individuals, and formerly incarcerated people to apply. Our staff and board align around the following organizational values:

•       Community
•       Wellness
•       Justice
•       Collaboration
•       Learning
•       Trust
•       Transformation
•       Joy
•       Abundance

As an equal opportunity employer, we recruit and hire with the understanding of systemic oppression and of t

he lived reality of people with marginalized identities. We also recruit and hire without regard to race, national origin, religion, gender, gender identity, sexual orientation, prior conviction, arrest history, disability, marital status, veteran status or age.  Some candidates may see a long list of job requirements and feel discouraged because they don’t match every single bullet – don’t let that stop you!  If you believe this is a role that you’ll be excited to work in everyday and will be relentless about pushing boundaries to succeed, please apply anyway.

Compensation, Work Hours and Benefits

• This is a full-time, exempt position, with a salary range of $85,000-$95,000. Salary offer will be dependent on experience.
• WFC operates on a 4-day (32-hours) work week – Monday through Thursday.
• We provide 20 days paid vacation to start which increases over time (25 days after 2 years); 12 paid sick days, 14 paid holidays, and an additional two weeks holiday at the end of the year in addition to a flexible, family-friendly schedule.
• We provide generous benefits including paid parental leave, medical, dental, vision, long-term disability, flexible spending account, a 401(k) retirement plan match, wellness stipend, and AD&D insurance with the Foundation covering 100% of the costs of the insurance package.
• WFC sponsors a Matching Gift Program contributing $2 for every $1 charitable gift made by employees, up to $1,000 per year for WFC and $500 for employees.

Applications & Deadline

To apply upload a cover letter highlighting your interest in the position and what makes you a strong candidate and your resume via our website. Applications will be reviewed on a rolling basis and the position will remain open until filled. The final date to submit an application is August 15th at 5:00 pm. All documents need to be Microsoft Word or PDF files (PDF files are preferred).