Fungal Diversity Survey Operations Lead

FUNDIS Operations Lead

Part time, employee, remote, open to U.S. residents only

About Fungal Diversity Survey (FUNDIS): Join a growing team of enthusiastic mycophiles who are dedicated to documenting and protecting some of the world’s most important organisms. FUNDIS is the only nonprofit 501(c)(3) focusing on North American fungal biodiversity and conservation. FUNDIS’s Long Term Goals are: 1) Improve protection of fungi and their habitats, 2) Create pathways for people to participate, and 3) Increase public appreciation of fungi. The California Fungal Diversity Survey (CA FUNDIS) project aims to make California an unprecedented model for civic engagement in documenting and protecting fungi for the rest of North America.

FUNDIS Mission: Fungal Diversity Survey (FUNDIS) protects biodiversity through the conservation of fungi and their habitats by increasing knowledge and public awareness of their diversity and distribution, equipping and engaging community scientists, and partnering with land managers, conservationists, and scientists.

FUNDIS Vision: A world in which the fungal kingdom is fully documented, understood, appreciated, and protected.

Position Title: FUNDIS Operations Lead

Position Summary: If you love handling administrative tasks, proactively assisting with organizational operation, and overseeing the bookkeeping of a nonprofit 501(c)(3), then keep reading! As the FUNDIS Operations Lead, you will support day-to-day operation of a growing non-profit organization by providing leadership for all administrative functions and core support for bookkeeping, employment policies, payroll, nonprofit regulatory compliance, and document maintenance. You will also assist with volunteer management, board communications, and become a vital pillar to our mission. This position is excellent for somebody with previous non-profit administrative experience and who wants to get involved with fungal biodiversity and conservation.

Status: Hourly employee, part-time, $25-30/hr depending on experience, 20-25 hours per week. Flexible schedules can be highly tailored to an individual job seeker and organization needs. This position is remote, FUNDIS does not have an in-person headquarters. This position is open to those living in the U.S.

This position is 80% supported by restricted funds and this position is contingent upon the continuation of these funds. Therefore, FUNDIS cannot guarantee employment beyond October 31, 2024, which is the expiration date of the restricted funds. All appointments to positions funded under grants are contingent upon receipt of funding specifically for that purpose which is determined by successful completion of grant tasks. The granted CA FUNDIS project in full is expected to operate for three (3) years, from Nov 1, 2022 to Nov 30, 2025. 

Terms: Fungal Diversity Survey is an at-will employer. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Equal Employment Opportunity: All qualified applicants will receive consideration for this position without regard to age, race, ethnicity, national origin, religious belief, gender, sexual orientation or identity, disability, education, socioeconomic status, or any other bias. Fungal Diversity Survey is committed to an inclusive, diverse and equitable environment where all staff, volunteers, board members, and participants feel respected and valued.

Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, are/have been system-impacted, are immigrants, and anyone who has experienced systemic oppression and/or gender-based violence are encouraged to apply.

Application Deadline: February 9, 2024, or until suitable candidates are hired. We will be evaluating applications as they are received on a rolling basis, beginning on January 24, 2024. We are looking to fill the role immediately.

Job Start Date: February 2024

Application Instructions: You must submit both a Resume and a brief, one-page Cover Letter that addresses position requirements below to FUNDIS Director Gabriela D’Elia at [email protected], cc’d to [email protected], with the subject “FUNDIS Operations Lead Application”.

Essential job functions and responsibilities:

• Oversee nonprofit financial operating procedures including invoicing, billing, bookkeeping, auditing, forecasting, and accounting for multiple grants.
• Create organization-wide financial reports on a monthly and annual basis using Quickbooks.
• Ensure timely and accurate compliance with applicable employment laws (CA, NY, FL, PA), state reporting, and nonprofit regulations and recommend new personnel policies and procedures as needed.
• Conduct payroll for employees and independent contractors in multiple states on a biweekly basis.
• Oversee insurance management and renewal. 
• Support the collection and tracking of PTO requests.
• Oversee employee handbook, employee policies, and state required HR trainings.
• Ensure that all sensitive and confidential employee data and PII or HIPAA data is securely stored.
• Oversee new employee and volunteer onboarding and set-up as well as employee offboarding and removal.
• Manage employee reimbursement.
• Assist with creating and updating organizational timelines, records, organizational data, and the operational calendar.
• Work closely with our external financial service providers.
• Provide support to the FUNDIS Board of Directors with meeting reminders, communications with board members, and distribution of board materials.
• Respond to analytic or financial requests from FUNDIS Leadership and the FUNDIS Board.
• Help maintain documents, narratives, budgets and materials required for grant submissions, donor stewardship, and the FUNDIS Annual Report.
• Garner a working understanding of the most frequently asked email inquiries, the tools and resources available to answer them, and how to guide the email introduction to appropriate staff.
• Assist with creating job descriptions, planning, and interviewing potential candidates.
• Assist in managing FUNDIS volunteers, including helping with orientation, training, scheduling, and project assignments.
• Attend frequent check-in meetings with Director and Leadership Staff
• Maintain positive and collaborative  open communication and strong working relationships with the FUNDIS team.

What we’re looking for:

• 1+ year of nonprofit administrative experience; in a conservation non-profit 501(c)(3) in California is preferential.
• Administering payroll, time sheets, and employee reimbursement experience.
• Sound knowledge of labor laws and employment practices for multiple states of FUNDIS operation (CA, NY, FL, and PA).
• Experience managing nonprofit bookkeeping, finances, accounting, and budgeting using Quickbooks.
• Excellent time management, oral and written communication skills.
• A can-do attitude and embraces change with flexibility to accommodate evolving organizational needs.
• Self-starter, proactive, and able to work under minimal supervision. 
• Diligent and highly organized with strong attention to detail.
• Exceptional experience resources and budgets for large project grants.
• Strong people skills, emotional intelligence, able to work well with others particularly in a remote work environment.
• Fluency in G Suite.
• A commitment to FUNDIS’s mission of protecting fungi and their habitats.
• Able to work in front of a computer screen with internet and/or perform typing for approximately 100% of typical working hours.
• A U.S. citizen who is able to legally work in the U.S.
• A Bachelor’s degree or equivalent work experience.

Position reports to: FUNDIS Director

Resources

• For more information on Fungal Diversity Survey and our programs, please see our website: www.fundis.org and newsletter.
• FUNDIS Instagram, Twitter, Facebook, Facebook Discussion Group