About Hidden Leaf

We’re Hiring: Finance and Operations Administrator

 

Finance and Operations Administrator Job Description

Hidden Leaf’s mission is to expand inner awareness within social change organizations in order to enhance the effectiveness of progressive movements. We do this by promoting transformative awareness practices—which help us still our minds and reflect on our own internal conditioning—to align our values, thinking, and actions. We believe this work of manifesting inner wisdom in the outer world is an essential pathway for advancing a more just, ecologically healthy, and compassionate society. Hidden Leaf offers grants to progressive social change and leadership development organizations that use awareness practices to enhance their work, as well as to groups that are building the field of transformative social change.

Hidden Leaf has been in operation for 30 years and became an endowed foundation in 2014. Hidden Leaf currently gives approximately 35 grants a year for a total of about $1 million. We intend to grow our grantmaking to $1.5 million per year in the next 3 – 5 years. We currently have two part-time staff and three family members serve on the board. The Finance and Operations Administrator job was created in 2014 to provide key support in scaling up and professionalizing our operations.

Position Summary

Reporting to the Executive Director (ED) of the Foundation, the Finance and Operations Administrator will administer (and help develop where necessary) the internal systems to effectively manage Hidden Leaf’s assets and operations. The position has significant responsibility and will conduct administrative tasks to assure the regular functioning of the organization. This position is critical to helping Hidden Leaf grow into its role as an endowed foundation and delivering on our mission.

The job is located in the greater Bay Area though the individual will work from her/his/their own space. Hidden Leaf’s office is in Oakland, CA. Ideally the administrator is available to work in our office a few times each quarter. Hours will be mostly flexible (meaning work can be done on your own time, not necessarily during traditional work hours); certain times of year will be more demanding and deadline oriented (tax reporting, docket preparation, board meetings). Hours estimated at 40-60 hours per month, with an eye to potentially growing this position to 50% time in the coming years.

Specific responsibilities:

Administrative Support for Financial Management

  1. Provide scheduling, materials support, and follow-up minutes for quarterly finance meetings.
  2. Provide support to bookkeeper and ED in drafting various financial reports and documents.
  3. Prepare accurate credit card reconciliations/account assignment and quarterly hours summaries of staff.
  4. Track and handle paperwork for filing of annual tax and legal documents such as Statements of Information to the Secretary of State and various tax forms.
  5. Collect documentation for audit activities for the Foundation.

Administrative Support for Operations

  1. Ensure smooth workings of all administrative systems, regularly update documentation of HL procedures for all to follow, and implement process improvements when appropriate.
  2. Provide support for board/staff meetings including but not limited to: scheduling, compiling and sending board materials, taking and refining minutes, and purchasing/presenting snacks and lunches.
  3. Refine and manage internal systems. (Current online platforms that we use include Zoho, Basecamp, and Zoom.)
  4. Track standard reporting requirements and coordinate and support others who need to tend.
  5. Manage website.
  6. Provide general administrative support including: assistance with scheduling, meeting and travel arrangements, mail processing, filing, etc.

Support for Institutional Development and Grantmaking

  1. Provide administrative support for programs as needed (including but not limited to: logging intake of proposals and documents, preparing grant award letter drafts, crafting grantmaking spreadsheets, etc.).
  2. Participate in inner awareness practices and institutional development activities as appropriate (such as daily contemplative practices, multi-day somatics trainings, coaching, board/staff dinners, etc.

Qualifications

The ideal candidate for this position has the following qualifications:

  • Strong organizational and administrative skills; capacity to multitask while also being highly detail-oriented.
  • Demonstrated experience in financial administration, ideally in the nonprofit sector.
  • Strong command of Microsoft Word and Excel as well as the capacity to learn other applications.
  • Excellent communication and critical thinking skills.
  • Ability to work effectively in the following ways: as a team member, independently, largely virtually, and in a support role to the Director and Trustees.
  • Passion for and understanding of social justice and environmental movements.
  • Understanding of, experience with, and comfort with contemplative practices, particularly in the workplace.
  • Some understanding of foundation culture.

 

How to Apply

Interested candidates should please send a cover letter and résumé to info@hiddenleaf.org. Applications will be accepted on a rolling basis with a cutoff date of January 4, 2018. If you are interested, we strongly encourage applications as soon as possible.

Pay range for this position is $35 – $50/hour. While we are unable to provide benefits at this time, if the role grows to greater than 50% in the next couple of years we envision offering benefits.

We anticipate a start date in February 2019 or sooner.

Hidden Leaf 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.