JOB SUMMARY

The Operations Coordinator will support a diverse set of four leaders who manage day to day operations and strategic projects. This role will track projects, timelines, and deliverables for the Operations team as directed as well as manage scheduling and the coordination of events.

The Coordinator will provide administrative support and project coordination for the Associate Director (AD) of Operations, the AD of Knowledge Management, the AD of Product and Design and the Senior Project Manager of the Office of Project Management.

This is a year-round, full-time, exempt position that is remote-flexible during the year and includes extended time on playa during the Burning Man event in Nevada.

The deadline to apply for this role is 5:00 pm Pacific on Friday, April 14th, 2023.

DUTIES & ESSENTIAL JOB FUNCTIONS

60% of this role will support the AD of Operations day to day while 40% of this role will support the other areas as needed. These teams work closely together, meeting and coordinating their work weekly.

Administration: 60%

• Complex calendar management including meeting scheduling
• Make travel arrangements, prepare trip itineraries, and anticipate additional materials needed for meetings, events, and gatherings
• Facilitate operationally focused meetings, capture, and drive action items
• Create and share agendas and circulate relevant documents within Meeting Man protocols
• Record and report meeting minutes for operationally focused meetings
• Data management: maintain departments’ Google Drive and other relevant workspace tools ensuring all meeting notes and pertinent documents/files are posted appropriately, and available for review to the appropriate users
• Budget management and processing expense reports as requested
• Volunteer management
• Actively track and monitor budget expenses for the departments as needed. Assist with budget coding and the timely submission of all invoices.
• Manage departmental deliverables and resource requests
• Assist with hiring processes as needed
• Maintain an expertise of the organizational structure and strategy of the organization
• Act as a key resource for the departments and leverage a network of resources to solve problems

Project Coordination/Communication: 30%

• Track departmental goals and action items to completion.
• Create and maintain project timelines, deliverables, and milestones.
• Draft, edit, and maintain documents, spreadsheets, proposals, and reports
• Process documentation and upkeep
• Utilization of various tools such as Asana, Smartsheets, Airtable, and resource management softwares
• Manage communication plans and emails
• Coordinate necessary cross-departmental meetings and project work
• Ensure cross-departmental stakeholder communication
• Escalate issues through agreed upon protocols
• Identify themes, collect data and perspectives relevant to key decisions

OTHER FUNCTIONS AND RESPONSIBILITIES: 10%

• Perform other tasks/duties as deemed necessary.

LEARNING AND TEACHING

• Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
• Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
• Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

Required

• 3+ years as an administrative and/or project management professional
• A motivated approach to work and an eye for detail
• Superior organizational and time management skills
• Demonstrably strong multi-stakeholder scheduling skills
• Ability to track multiple projects and shifting priorities
• Enjoys problem solving, both collaboratively over time and in a pinch
• Excellent relationship-building skills, both with internal as well as external stakeholders
• Able to work effectively with people from across diverse spectrums of lived experiences, and holding various roles, including artists, board members, donors,colleagues, and participants across the Burning Man community
• Proven ability to handle sensitive, confidential, and proprietary information with discretion
• Demonstrate diplomacy, and integrity, especially in regards to financial information and fundraising code of ethics.
• Ability to work with with multiple managers
• Willingness to learn and proactively ask clarifying questions
• Interest in developing leadership skills through example setting, and motivation
• Ability to collaborate with multiple leaders to evaluate and prioritize workload as necessary
• Able to maintain high-quality work while meeting tight deadlines
• Exceptional communication skills, with proven ability to write effectively and speak persuasively
• Outstanding customer service skills.
• Strong working knowledge of Google Suite, including Sheets, Docs, Slides, Gcal, and Gmail.
• Experience with task management software, especially Slack and Asana
• Curiosity and excitement with ability to learn and teach new software, database systems, and other technology
• Actively embrace the Burning Man culture
• Must be able to adjust schedule seasonally for the Burning Man event held in Nevada
• Ability to live and work in the harsh physical environment for periods of 2 to 4 weeks

Preferred

• A Bachelor’s Degree
• Executive administrative support experience
• Experience facilitating meetings
• Data visualization experience
• Salesforce (software platform) experience
• It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

WHAT'S IN IT FOR YOU?

We are certain that working for Burning Man Project is unlike any other job on the planet! In addition to the unique opportunity to participate and contribute to our global community and culture within a creative, fun, and inspiring work environment, we’re also thrilled to provide the following:

Compensation:
Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated salary range for this position is $75,000 - $90,000 annually.

Additional Benefits:

• Health benefits: medical, dental, vision insurance for employees and dependents.
• Long term disability and life insurance.
• 401k retirement plan with voluntary employee contribution.
• Accrued vacation and sick time: Up to 10 days vacation per 12 months on assignment.
• Additional annual paid time off in accordance with policy guidelines; 7 paid holidays annually, in addition to paid office closure during December 24th - January 1st.
• Paid parental and bonding leave.
• Communications benefits for remote employees; reimbursement of up to $120/month for home office internet and phone expenses.
• Commuter benefit program.
• Mental health support, life coaching, financial and legal consultation services through our employee assistance program.
• Professional development fund along with unique leadership and learning opportunities.
• Equipment and tools necessary to succeed in a remote friendly workplace.

REQUIRED LICENSES/CERTIFICATIONS

• Valid Driver’s License and good driving record

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Off-playa: Work is primarily sedentary in nature, no special demands are required.
• On-playa: Work is partially sedentary but will also include some loading/unloading, minor lifting, walking, and light manual labor as needed. This role may need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:

• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project 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.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
• Notice for Remote Opportunities: Burning Man Project is currently able to hire remote employees living/working in the following states: AZ, CA, CO, FL, ID, LA, MA, MI, MT, NC, NM, NV, NY, OR, TX, UT, VA, WA, WI. Working hours for all positions are based in Pacific Time.

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