Operations Coordinator

Vaccinate Your Family • Full-time • Remote (United States) • $45k - $60k / year • 3m ago

Vaccinate Your Family (VYF) has been protecting people of all ages from vaccine-preventable diseases for over 30 years. Originally established in 1991 as Every Child by Two, VYF and its staff of public health experts and advocates work to advance equitable access to lifesaving vaccines, build confidence in the safety and benefits of vaccination, and raise awareness of the critical need for timely immunization. For more information about Vaccinate Your Family, please visit our website at vaccinateyourfamily.org.

COORDINATOR, OPERATIONS

The Operations Coordinator is responsible for supporting the efficient operation of the

organization by performing a variety of bookkeeping, clerical, operational, and administrative tasks to maintain efficient workflows, manage logistics, and streamline processes across the organization.

This role provides key support to the Deputy Chief Executive Officer (DCEO) and the Chief Executive Officer (CEO) and reports directly to the DCEO.

Responsibilities

Supports leadership with day-to-day operations of the organization, including administration, compliance, invoicing, and other operational and clerical tasks.
Assists with the onboarding of new staff, contractors, and members of advisory committees and Board of Directors.
Assists with the management of the Board of Directors to include scheduling of meetings, development of meeting minutes, and coordinating tasks of the Board committees.
Serves as the liaison to external vendors (e.g., Microsoft, CRM platforms) in support of organizational operations.
Manages and maintains a cloud-based, digital file management system.
Responsible for the overall management of CRM platforms and listservs. Provides general administrative support and performs other related duties, as assigned.
Contributes to the development and adherence to the annual budget.
Assists with the preparation of financial and programmatic reports.
Contributes to the reconciliation of deliverables to funders and grantors.
Maintains organizational content within federal grant management systems.
Coordinates and schedules travel, meetings, and appointments for leadership.
Performs general clerical tasks such as document editing, data entry, filing, bookkeeping, note-taking for meetings, etc.
Helps coordinate logistics for conferences, community events, webinars, etc. (virtual and in-person).
Assists with project management duties.
Researches and recommends vendors, equipment, and information technology and software systems.
Coordinates, monitors, and maintains an inventory of equipment and supplies through recordkeeping, acquisitions, and procurement.
Ensures recency, security, integrity, and confidentiality of data.

Qualifications

Education may vary; a degree in a related field is preferred but not required
2+ years of administrative, operational, and/or coordination experience – ideally in a nonprofit setting
Superior written and oral communication skills
Excellent organizational and interpersonal skills
Exemplary judgment and keen attention to detail
Strong analytical and problem-solving skills, including the ability to prioritize multiple tasks and work efficiently within time constraints
Ability to work both independently, requiring minimal supervision, and to collaborate and work well in a team environment. Proven ability to work within a virtual environment

Proficiency

Microsoft 365 and the Office Suite, particularly Word, Excel, PowerPoint, and Teams
Meeting and video conferencing platforms and software, e.g., Zoom, Teams
Project management platforms and software, e.g., Monday, Slack
CRM platforms, e.g., Every Action Salesforce, HubSpot
Passion for the mission and programs of Vaccinate Your Family

This job description is not intended to be an exhaustive list of all duties, responsibilities,

or qualifications associated with the job.

Working Conditions

VYF is committed to supporting employees of varying abilities and to providing reasonable accommodations to ensure individuals with disabilities thrive in their position.

VYF is based in Washington, D.C. with offices in Mystic, CT and staff in several states throughout the nation. The essential functions of this job include working from a computer for long periods of time to engaging in regular communication with colleagues and external stakeholders via text, audio, and video conferencing and communication platforms. This position may require periodic travel involving overnight trips. Remote work is possible, and location determinations are made on a case-by-case basis.

Compensation and Benefits

Salary is commensurate with qualifications and ranges from $45,000 to $60,000 in addition to a benefits package covering 100% of employee medical, dental, and vision premiums, employer retirement contributions (403b), short- and long-term disability, and generous paid time off, including parental leave.

How to Apply

To apply for this position, please submit a resume, cover letter, and three professional references to careers@vaccinateyourfamily.org by June 15, 2025. VYF may review applications after this deadline in limited circumstances; however, this is not a guarantee that your application will be considered if it is not submitted by June 15, 2025. Applicants will be screened on a rolling basis.

VYF 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.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits: