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Operations Coordinator
Operations CoordinatorDependency Advocacy Center • San Jose, CA, US
Operations Coordinator

Operations Coordinator

Dependency Advocacy Center • San Jose, CA, US
[job_card.30_days_ago]
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  • [job_card.permanent]
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Job Description

Job Description
Benefits:
  • Dependent Care Account
  • FSA Health
  • Employee Assistance Program
  • 403(b)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Organization Description
Dependency Advocacy Center (DAC), a 501(c)(3) nonprofit organization, provides interdisciplinary family defense legal services to indigent parents and children involved with Santa Clara Countys child welfare system and the juvenile dependency court. Our adult clients face the risk of permanent separation from their children due to allegations of abuse and neglect. Substance use disorder, intimate partner violence, and mental health concerns are commonly presenting issues, often rooted in the layered effects of poverty, marginalization, and intergenerational trauma.

DAC was founded on the belief that traditional legal advocacy is insufficient to adequately represent our parent and youth clients. Our approach to holistic family defense utilizes an interdisciplinary team of attorneys, social workers, and mentor parents to create client-centered legal strategies designed to support the familys long-term success.

Mission Statement
Dependency Advocacy Center provides zealous legal representation to indigent clients in the juvenile dependency system to promote timely reunification and preservation of families in a safe, healthy environment. DAC believes that every parent and child entering the dependency system has a right to be treated with dignity, compassion, and respect.

Position Summary
The Operations Coordinator provides essential support across DAC's administrative, human resources, and financial functions, enabling staff to focus on delivering high-impact services to families. Reporting to the Director of Operations, this role maintains critical systems and workflows while providing administrative support to the Executive Team. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in managing multiple priorities within a mission-driven nonprofit environment. With exposure across all operational areas, this position offers strong professional development opportunities for those building or advancing careers in nonprofit operations.

Responsibilities and Duties (percentages are estimates)
Operations & Office Administration (20%)
  • Manage front-office functions including: phone, email, and visitor reception
  • Maintain office and courthouse locations to ensure staff and clients have comfortable, well-equipped spaces
  • Coordinate office equipment maintenance and common area needs
  • Provide first-level technology support to staff
  • Support logistics for meetings, organizational events, and staff activities
  • Assist with organizational systems audits


Human Resources Administration (20%)
  • Coordinate onboarding and offboarding processes for new and departing staff
  • Support benefits administration and open enrollment periods
  • Plan and execute staff milestone celebrations and recognition activities
  • Maintain accurate personnel files and HR documentation
  • Schedule trainings, meetings, and staff development activities
  • Serve as initial point of contact for routine HR inquiries
  • Support the recruitment process, including maintaining the applicant tracking database and scheduling candidate interviews.

Finance Administration (20%)
  • Review bi-monthly expense reimbursements, credit card transactions, and receipts
  • Process invoices and track organizational expenses
  • Support timekeeping and payroll coordination
  • Ensure compliance with financial documentation requirements

Program & Legal Administration (15%)
  • Provide intake support as needed
  • Maintain internal records and external filings, including spreadsheets, databases, and case documentation
  • Support program staff with administrative tasks

Development & Communications (10%)
  • Manage website content updates and social media presence
  • Maintain company SharePoint Intranet
  • Coordinate with web designer for technical updates and enhancements
  • Collaborate with development consultant on fundraising campaigns and donor outreach
  • Maintain donor database accuracy and completeness

Executive Administrative Support (15%)
  • Provide weekly administrative support to Executive Team and Director of Operations
  • Manage calendaring, meeting preparation, and expense reporting
  • Prepare, proofread, and edit correspondence, reports, and presentations
Desired Qualifications
Education & Experience
  • Associate's degree required; Bachelor's degree preferred
  • 24 years of administrative, operations, or office support experience
  • Experience in nonprofit, project coordination, or case management environments strongly preferred

Skills & Competencies
Technical Skills
  • Proficiency in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint)
  • Experience with Foxit or Adobe PDF, Canva, Zoom, and Google Workspace preferred
  • Demonstrated ability and interest to quickly learn new software platforms and databases

Core Competencies
  • Exceptional organizational and time-management abilities with proven capacity to manage competing priorities
  • Strong written and verbal communication skills
  • Meticulous attention to detail with excellent follow-through
  • Self-directed with ability to anticipate needs and take initiative
  • Commitment to maintaining confidentiality and handling sensitive information with discretion
  • Professional demeanor with strong client-service orientation
  • Ability to communicate compassionately with clients and commitment to learning trauma-informed practices
  • Alignment with DAC's mission and commitment to social justice

Preferred
  • Bilingual Spanish/English

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