What We’re Looking For
The Grants & Operations Coordinator is responsible for managing contracts, grant administration, invoicing, financial coordination, and core operations for the nonprofit. This role ensures executed contracts are properly filed, invoices are processed and approved, reporting deadlines are met, deliverables are on track, and administrative systems are maintained. This is a highly autonomous role requiring strong organization, integrity, and follow-through.
Who We Are
OpenET empowers water management from local to global scales by delivering transparent, scientifically rigorous satellite-based evapotranspiration (ET) data. The OpenET Consortium partnership of scientists and researchers includes leading national experts in remote sensing of ET, cloud computing, web design, and water resources and policy. The OpenET nonprofit is the operational and strategic backbone of OpenET. Our small but mighty staff is tasked with ensuring the reliability and expansion of OpenET data and impact.
Who You Are
- Thrives in a small, mission-driven organization with a tight-knit, remote team
- Highly organized, adaptive, and comfortable owning multiple workstreams and competing timelines without frequent follow-up
- Confident supporting both financial coordination and general operations
- Comfortable leading external engagements with contractors and vendors
- Communicates clearly and proactively across communication platforms (e.g., Slack, Gmail, Zoom, etc.) and engages effectively with OpenET Consortium partners, contract clients, and a wide variety of stakeholders.
What You’ll Do
Grants & Contracts Administration
- Manage filing, deliverable tracking, reporting, and close-out for state/federal grants and contracts through the appropriate platforms (e.g., Google Drive, Google Sheets, external platforms such as Grants.gov, etc).
- Populate and maintain key contract deliverables tracking spreadsheets.
- Coordinate contract execution workflow and routing to bookkeeping partners.
- Support Grants.gov and SAM.gov updates and annual registrations.
- Lead nonprofit compliance requirements, including business registrations, ensuring compliance with contract provisions, and providing contract status updates to the board.
Invoicing & Financial Coordination
- Coordinate invoice approvals, including classification review and approval workflow, based out of QuickBooks environment
- Submit executed contracts for invoicing setup.
- Lead nonprofit contract budget tracking and invoicing coordination.
- Assist with expense processing, receipt management, and reimbursement workflows.
- Manage bookkeeping partners on board financial statements.
- Coordinate with timesheet tracking and monthly reporting.
Administrative Operations
- Manage administrative inboxes and workflows.
- Support 990 filing coordination and contractor 1099 compliance.
- Monitor and support HubSpot administrative workflows.
- Track subscriptions and ensure cost-effectiveness.
- Support scheduling, meeting coordination, note-taking, and action item tracking.
- Maintain password management and two-factor authentication systems.
- Manage physical and digital mail systems as needed.
- Update and maintain administrative workflow documentation.
Audit, Reporting & Governance Support
- Lead audit coordination and support procurement of external auditors.
- Coordinate annual insurance documentation requests.
- Maintain documentation related to nonprofit reserve policy and financial governance practices.
- Support development and documentation of nonprofit operational policies.
What You’ll Bring
Required
- Associate’s or Bachelor’s degree, or equivalent experience.
- 3–5 years of experience in operations, grants/contracts administration, and financial coordination.
- Experience working with grants/contracts platforms such as Grants.gov.
- Proficiency with Gmail and Google Workspace (especially Sheets).
- Strong organizational skills and ability to manage paper-to-digital workflows.
- Demonstrated honesty and integrity.
- Clear written communication skills using Slack and email.
- Self-starter with strong follow-through and problem-solving ability.
Preferred
- Experience with QuickBooks and basic project management software tools.
- Experience supporting small business operations.
- Experience working for a non-profit organization.
Compensation
Salary range: $55,000–$65,000 annually.
Benefits: Competitive health benefits, paid holidays, paid vacation and sick leave, 401k with up to 5% employer match contribution, flexible schedule and remote work arrangements
How to Apply
Please submit application materials. Materials should include a cover letter outlining your qualifications and interest in OpenET, Inc., and a resume or CV.
Equal Opportunity Employer
OpenET is an Equal Opportunity Employer. We do not discriminate on the basis of any protected status. All employment is decided based on qualifications, merit, and organizational need.
