Job Description

Operations Coordinator

Brattleboro, Vermont

Is remote? No

Out in the Open
Brattleboro, VT

Website: https://www.weareoutintheopen.org/

Posted: February 6, 2025

Contact Information

Name: HB Lozito, Executive Director
Email: hb@weareoutintheopen.org

Link to posting: https://www.weareoutintheopen.org/paidwork

Job Description

Title: Operations Coordinator

Location: Brattleboro, Vermont

Time: 20 hours per week, occasional evenings & weekends (about 4-6 per year)

Reports to: Executive Director

Salary: $22,500-25,000

Starts: early March 2025

What You’ll Do

Our Operations Coordinator will be primarily responsible for our finance and operations including accounts payable/receivable, bookkeeping, processing biweekly payroll, completing annual health insurance sign-ups, ensuring organization insurance policies are kept up to date, making sure the organization is in current compliance with all local, state, and federal rules and laws, and other related duties as assigned.

The Operations Coordinator will work closely with the executive director and other staff to make sure all program participants and contractors are paid in a timely way, and that all reimbursements are made with proper documentation.

They will work as part of a small collaborative staff team, including staff, contractors, and program participants who live elsewhere in the region, contributing to building a powerful movement of rural LGBTQ+ people.

Specifically, you will:

Manage accounts receivable/payable

• Ensure timely payment of all invoices & bills due including but not limited to insurance, software, mortgage, post office boxes, contractor payments, venue rentals and liaise with individuals/companies as needed for those services. 
• Issue invoices & collect all outstanding payments due to the organization for our contracting or fee for service work.
• Pick up the mail from our Brattleboro post office box several times per week and respond to mail and/or redirect it to the appropriate staff member.

Support fiscal sponsees

• Issue financial reports based on the sponsorship agreements with each sponsee. 
• Ensure proper agreements are signed and in place with all sponsees, renewing annually if need be. 
• Be the main point of contact for all fiscal sponsees as well as new inquiries. 
• Communicate all pertinent information to the executive director to make decisions about taking on new sponsees.

Manage payroll & staff benefits administration

• Accurately process biweekly payroll, including benefits, and any reimbursements or mileage, for all employees & any contractors.
• Pass along health insurance enrollment information to staff members as needed throughout the year, ensure timely payment of those bills, and enroll new employees/re-enroll existing employees as appropriate. 

Ensure compliance

• Coordinate our annual 990 tax filing (to be completed by a CPA)
• Update all required federal and state employee information annually
• Keep up with local, state, and federal laws that apply to 501c3 organizations in the places where we work, making sure we are in alignment.
• Serve as the main point of contact, internally, for staff questions about our insurance policies and their coverages.

Participate in & support whole-organization gatherings & activities

• Coordinate meals & lodging for staff & board retreats.
• Attend and participate in an overnight staff & board retreat within the region (within Wabanaki territory/Vermont, New Hampshire, and/or Maine)
• Attend and support our annual Summits, in-person (this year, in Maine May  30-June 2, 2025. VT dates are still TBD.)
• In collaboration with other staff and the Board of Directors, support whole-organization efforts to financially and materially sustain our work during annual fundraising drives.

Other related duties as assigned.

Who You Are

People who are a good fit for us will have: the ability to successfully work independently; strong attention to detail; comfort working with numbers; deep knowledge of & experience working with LGBTQ+ people; a willingness to learn; the ability & desire to positively represent our organization in the community; enthusiasm for trying new things; comfort working with a close-knit team; and an understanding of and commitment to the movement building work, values, and mission of Out in the Open. We are looking for someone who finds joy in their work, in collaborating closely, and who makes time to laugh.

What Else You Should Know

In addition to a salary (range mentioned at the top of this document), the Operations Coordinator will receive benefits including paid time off, paid sick time, a work-from-home stipend, and a wellness stipend, prorated based on full time benefits. People working fewer than 32 hours per week are not eligible for employer-sponsored health insurance through Out in the Open. However, it is possible that for the right person, this position could be combined with another OITO position for which we are currently hiring to reach that hours threshold. 

This role requires extensive use of a computer (provided by OITO for work use during employment), including use of Zoom, Google Suite, Slack, and other similar programs. Some weekends will be required (around 6 weekend days a year), as well as occasional in-state and out-of-state travel (primarily within Wabanaki territory/Maine, New Hampshire, & Vermont for connection with staff and board members and whole organization events). Regular in-person, community-based work in Brattleboro and Windham County, Vermont will be required. 

Application Process

Please write and send a letter sharing more about why you’re the person for this role as well as a current resume detailing your related experience to HB@WeAreOutintheOpen.org. Email completed materials by February 21, 2025. 

Who We Are 

Out in the Open is a multiracial grassroots movement building organization that connects rural LGBTQ+ people to build community, visibility, knowledge, & power. We are guided by strong organizational values such as celebrating resistance, anti-racism, and joy. We believe that rural LGBTQ+ people have a critical role to play in the collective liberation of all people. More about us at WeAreOutintheOpen.org.

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