Description

Position Summary 

SCELC is seeking a resourceful, detail-oriented, tech-comfortable professional to serve as our full-time Executive and Operations Support Coordinator. This position is essential to the smooth functioning of SCELC’s core operations and supports executive leadership, board activities, library and vendor relationships, and fiscal accountability.

The successful candidate will bring strong organizational skills, astute judgment, and a collaborative spirit to a mission-driven nonprofit supporting academic and research libraries. This is an ideal opportunity for someone eager to support a small team with statewide and national impact. Examining issues of diversity, equity, inclusion, and accessibility will shape all aspects of how the SCELC staff approach work with our communities.

The right person for this role will:

• Be proactive and able to spot what needs doing, especially when the executive is juggling a lot, or when timelines are tight
• Make sure nothing falls through the cracks by keeping calendars, checklists, and files organized and helping others to stay on task
• Handle sensitive information with care and know when to keep something confidential
• Be comfortable with technology and willing to learn new tools independently and in collaboration with others
• Communicate clearly with a friendly, professional tone in email, on the phone, and in person
• Be dependable, pragmatic, and able to follow through without reminders
• Bring a collegial, approachable manner while still keeping things professional when working with other staff, libraries, vendors, and board members
• Take genuine satisfaction in helping others succeed and making sure the behind-the-scenes work is accurate and complete
• Intend to spend at least a few years with our organization
• Look forward to spending a couple days a week in the company of local colleagues

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Executive & Board Support-50%

• Manage the Executive Director’s calendar, communications, travel, site visits, and expense reporting
• Prepare scheduling polls, meeting agendas, catering orders, equipment and room reservations, slide decks, summary notes, and track action items for SCELC Board of Directors meetings and other meetings or special events

Financial & Administrative Operations-35%

• Process monthly and annual payments to vendors and partners (e.g., insurance, healthcare, software services)
• Maintain internal financial records and calendars related to recurring operational charges
• Prepare and reconcile monthly credit card statements: collect receipts, generate affidavits when needed, assign expenses to budget categories, and submit to the Executive Director for approval
• Upload and organize all Accounts Payable and expense-related documents in our online bill payment platform, in collaboration with the COO and external accounting team
• Manage Accounts Receivable functions:
• Generate and send invoices to SCELC member libraries and vendor partners
• Track incoming payments and reconcile against invoices
• Send reminders and follow up on outstanding balances in a professional manner
• Coordinate with COO on reviewing aging accounts
• Work closely with the Executive Director and COO to ensure accurate financial reporting and documentation for audits or board review
• Help improve all processes and documentation with checklists, templates, AI, and automation tools as appropriate

Office and Programmatic Support-15%

• Monitor and respond to general SCELC office email inboxes and support tickets (vendor inquiries, member questions, event logistics, etc.)
• Coordinate receipt, scanning,  and filing of physical and digital mail
• Triage and manage internal and external logistics during event planning cycles
• Maintain accurate inventory of office supplies and equipment
• Perform in-person local business errands within a 25 mile radius of North Hollywood (i.e. Post Office, Printing, Banking, Food, and Supplies)

Requirements

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Bachelor’s degree preferred; associate’s degree or equivalent experience accepted
• At least 2–3 years in a nonprofit, academic, or professional services administrative role
• Proficient in Microsoft Office, Google Workspace, project management tools, and online financial tools (e.g., BILL.com, Quickbooks)
• Basic understanding of accounts receivable workflows, including invoicing and payment reconciliation
• High attention to detail and accuracy, especially in financial documentation
• Excellent verbal communication skills
• Valid California driver’s license and ability to drive staff in rental vehicles as well as access to reliable transportation for occasional local travel
• Ability to handle sensitive financial and personnel data with discretion and professionalism

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must be able to sit for long periods of time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. 

Work Schedule and Compensation

Hybrid work hours (2 days onsite) will routinely be between 8:00am and 4:30pm Monday-Friday with a final schedule to be arranged with the Executive Director, with some flexibility available.  Minimum salary: $68,640, with generous health, dental, and retirement benefits and annual bonus possibility. SCELC is a work/life balance-friendly environment where you accrue four weeks of vacation annually, 96 hours of sick and safe leave, plus a standard holiday schedule including a winter break.