Full-Time Operations Coordinator
Job Description
Operations Coordinator
About the Foundation
Delle Maxwell and Pat Hanrahan started the Maxwell/Hanrahan Foundation in 2018 to support individual scientists, teachers, conservationists, and creators whose diverse perspectives enable us to discover new things about ourselves and our world.
The Foundation supports people who:
- Explore and ask through fieldwork in natural sciences.
- Create and captivate as they promote mastery in art and craft.
- Teach and try as they support students in public education.
- Conserve and connect as they encourage care for the natural world.
Focus areas include hands-on science, art and craft, teachers and classrooms, and protecting nature. Current programs include Field Biology, Craft, Diversity and Inclusion in Art, Design and Computing, Public School Teachers, Resilient Ecosystems, and Food.
Learn more about the Foundation here.
The Opportunity
The Operations Coordinator provides administrative and team support that helps build our team culture and strengthen internal operations. This role supports:
- Grantmaking operations (50%)
- Administrative and team support (30%)
- Office management (20%)
This includes managing grant systems and compliance, coordinating with external partners, monitoring data, and ensuring a welcoming office environment in a hybrid workplace.
Key Responsibilities
- Support grant administration including data entry and liaison with Foundation Source.
- Facilitate internal communication and operational efficiency.
- Manage daily office operations, scheduling, and vendors.
- Provide logistics for meetings, events, and retreats.
- Support contracts, document retention, and administrative tasks.
- Help build a strong team culture and staff development.
Grantmaking Operations (50%)
- Serve as the point-of-contact for grants platforms (Foundation Source, Submittable).
- Coordinate with external administrators on grant payments.
- Produce monthly reports and reconcile data with finance systems.
- Implement and manage grantmaking policies and records.
- Support staff training on grants policies and systems.
- Assist with reports for audits, tax filings, and board meetings.
Administrative and Team Support (30%)
- Serve as visitor point-of-contact and manage scheduling.
- Support hybrid meeting logistics and event planning.
- Manage mail, deliveries, and vendor coordination.
- Act as liaison with IT vendors and software providers.
- Maintain physical and digital records (Google Drive, document retention).
- Draft, edit, and manage contracts and W9s.
- Monitor calendars and website grant data uploads.
- Organize team-building events.
Office Administration (20%)
- Maintain and organize office spaces and supplies.
- Coordinate vendor services and equipment maintenance.
- Implement safety procedures and maintain manuals.
- Oversee office upgrades and improvement projects.
Qualifications
- 4+ years in operations, grants administration, or office management.
- At least 1 year experience with grants systems; private foundation experience preferred.
- Strong logistics and vendor coordination skills.
- Commitment to excellent office operations and a welcoming culture.
- Experience with digital tools, especially Google Workspace.
- Strong writing skills; experience with contracts and reports.
- Bachelor’s degree or equivalent experience required.
Key Competencies
- Detail-oriented and highly organized.
- Proactive, resourceful problem-solver.
- Strong judgment and ability to manage competing priorities.
- Collaborative team player with service mindset.
- Tech-savvy and database proficient.
- Flexible and adaptable in a small, evolving organization.
- Equity-driven and team culture focused.
- Professional, ethical, and accountable.
Position Details
Location and Schedule
The Foundation operates on a hybrid schedule, with 2–3 in-office days per week (25% per quarter). Candidates must live in the San Francisco Bay Area and be legally authorized to work in the U.S.
Compensation and Benefits
Salary range: $112,500–$135,000, depending on experience.
Benefits include:
- 6 weeks paid time off
- Annual wellness stipend
- 100% employer-paid platinum healthcare for employees (75% for dependents)
- Student debt relief
- 5:1 donation matching
- 401(k) with 7% employer match
- Supportive, balanced work culture
How to Apply
CEA Recruiting is assisting Maxwell/Hanrahan Foundation with this search. To be considered for the position, please visit our career portal to submit a resume, thoughtful cover letter, and salary expectations. Please note that applications submitted without a cover letter will not be considered.
We anticipate the interview process will include:
- An initial 30–45-minute video interview with CEA Recruiting
- A 60–75-minute video interview with members of the Maxwell/Hanrahan hiring team
- An in-person interview day with 2–3 sessions with the Maxwell/Hanrahan staff team and a skills test
Throughout the process, we will ensure you have time to ask questions. Interviews can be scheduled outside normal business hours if needed. With your permission, we will ask final candidates to provide references and complete a background check. We are committed to keeping you informed of your status throughout the process.
The position will remain posted until filled. All applicants will be notified when the search has closed. You may contact search lead Tamara Evans with questions at [email protected]. To ensure your application is reviewed and you receive notifications about the process, please use only the career portal to submit your application materials.
https://job.ceaconsulting.com/jobs/operations-coordinator-489
Maxwell/Hanrahan Foundation is an equal employment opportunity employer. We are committed to diversity and welcome individuals with diverse backgrounds and experiences.
CEA Recruiting works with leading environmental nonprofits, foundations, and businesses to recruit top talent and design effective organizational staffing strategies. For more information, visit www.cearecruiting.com.