Job Details
Qualifications
- Payroll
- Slack
Job Description
NOTE: This is a fully remote position. Candidates preferably would be located in one of our existing European or North American locations.
Job Summary
You have the role of Operations Coordinator here at ORCID. As Operations Coordinator, you fulfill a variety of critical functions supporting our mission and stakeholders, including our Board and staff. This is a key enabling role, with the goals and successes of your efforts permitting these groups and the organization to in turn achieve their goals and successes. We are glad to have you as part of our team, and hope this Job Description will be of useful reference for you throughout your tenure at ORCID, as well as for purposes related to performance reviews and other check-ins with your manager.
This summary is not meant to capture every task that is required for your role, but rather to provide an overview of the core functions. It’s also reasonable to expect that your job duties will change and evolve over time and we will make our best effort to update the job description as needed.
This position reports to the Director of Operations and Finance and is part of the Operations team. You will also have an indirect reporting relationship to the Director of Staff and Board Engagement and will work closely with both the ORCID Accountant as well as the Operations Project Manager.
Responsibilities
The responsibilities of this position involve the care and “lifecycle” maintenance of our most valuable aspect — our people. As such, this position directly influences our “living culture”, and the success of our staff and our organization in reaching its mission.
Employee lifecycle: Care for our staff experience to better ensure their achievement of position goals and professional success. Help welcome new staff to ORCID by tracking and advising the ORCID onboarding process (self-managed in our HRIS [Human Resources Information Management System]), managing IT tools access, providing IT tools and security training, and sending new employee swag packs. Support employee off-boarding as well, in reverse, through IT tools access, security, laptop, and employee data.
People coordination: Assist with data management and reporting in support of the organization and our team. Manage data in our HRIS, track stipend and similar ORCID benefits, input annual holiday entries for our worldwide locations. This also enables you to provide some level of assistance with yearly benefits compliance audits in concert with our Accountant.
Finance support: Assist with worldwide payroll processing, coordinating with PEOs (Professional Employment Organizations) for monthly payroll invoices, entering those invoices and payments in our financial system and filing paid invoices; prepare payroll entries and payroll related schedules for at year end. Download and file approved expense reports, communicating reimbursement amounts to PEOs, and syncing our employee expense reporting system with our financial system
Board administration: Support the Director of Staff and Board Engagement by managing calendars and schedules for our Board of Directors and Board Committees, as well as Board Google group membership. Track and document regular governance requirements such as annual board Conflict of Interest disclosure forms
Board logistics: Support travel logistics for Researcher Board members and Board Meeting Attendance Fund recipients; assist in organization of in-person Board meetings.
Other team support:
Assist with our staff retreat logistics and travel management, and participate in the retreat formulation to make help make these important moments a success
Support staff expense reimbursements
Under the guidance of the Operations Project Manager, support the team in occasional IT tasks. This would include laptop procurement / replacement efforts, occasional troubleshooting of various tools (Zoom, Slack etc) setting up filters and managing the Service inboxes, managing vendors, new vendors, renewals, coordination of licenses, maintaining of the IT inventory list and managing backups for critical systems
As with all roles at ORCID, this position requires the ability to work independently for periods of time, the ability to spend significant amounts of time at a computer screen, and the ability to embark on occasional long distance travel.