Note: The job is a remote job and is open to candidates in USA. SPUN (Society for the Protection of Underground Networks) is hiring a Senior Operations Manager to run the operational backbone of the organization. The role oversees administration, people operations, legal and compliance, grants administration, sustainable operations, and IT and data security, enabling SPUN’s globally distributed team to focus on its mission.
Responsibilities
- Own SPUN’s core administrative and back-office systems, keeping them well configured, integrated, and documented
- Administer software licenses, accounts, and system access, including setup and removal as people join and leave
- Manage vendor relationships, procurement, contracts, and renewals
- Support our finance team with expense processes, invoicing, and operational budget tracking as needed
- Coordinate logistics for retreats and organization-wide gatherings
- Look for ways to automate routine work, including with AI, so operations stay lean as needs change
- Manage employee lifecycle administration, including offer letters, contracts, onboarding and offboarding logistics, and personnel records
- Administer payroll inputs, benefits, and leave across our PEO and employer-of-record providers
- Maintain the employee handbook and people policies, keeping them current and compliant
- Run recruiting logistics and manage contractor and consultant agreements, including appropriate classification
- Put into practice the people processes developed with the Head of People & Organizational Development, such as onboarding programs and performance cycles
- Handle confidential employee information with discretion and care
- Manage entity administration, registrations, and filings across the countries where SPUN operates
- Run SPUN’s contract process, from templates and review to signatures and records, including partnership, data-sharing, and confidentiality agreements. Coordinate with outside counsel as needed
- Support the CFO to assess the adequacy of insurance coverage and maintain core organizational policies
- Track regulatory and employment requirements across the jurisdictions where we operate
- Manage SPUN’s grant portfolio after award, maintaining reporting calendars, tracking deliverables, and coordinating inputs for funder reports
- Work with our finance team to track grant budgets, restricted funds, and compliance with funder terms, including preparation for audits
- Administer outgoing grants and subawards, including agreements, due diligence, payments, and documentation
- Develop and administer SPUN’s travel policy, balancing the value of fieldwork and in-person collaboration with its environmental cost
- Track and report SPUN’s greenhouse gas emissions, and identify practical ways to reduce them
- Build sustainability into procurement and vendor decisions, from equipment to events
- Partner with the data team to set and maintain security practices across SPUN’s systems, including access controls, device policies, password management, and backups
- Make sure staff understand and follow those practices, starting from onboarding
- Help manage data protection obligations, such as GDPR, for personal information we hold about staff, partners, and our global network
- Coordinate the response if a security issue comes up, working with the data team and external providers
Skills
- You have 5+ years of experience in operations, ideally covering several of the areas above, in a small or growing organization
- You have handled administration, employment, or compliance across more than one country, and you're familiar with PEO and employer-of-record platforms such as Justworks or Deel
- You manage many moving parts at once, keep track of details, and follow through reliably
- You notice where processes break down, improve them, and document them so others can rely on them
- You also know when a simple process works better than a complicated one
- You understand the basics of IT security and data protection, and you take them seriously without making them a burden for colleagues
- You can manage agreements and regulatory requirements confidently, and you know when to bring in legal or financial experts
- You handle sensitive personal, financial, and legal information with integrity and good judgment
- You are responsive, clear, and approachable, and colleagues across time zones and disciplines trust you to get things done
- You are excited by SPUN's mission and motivated to build the operational foundation that allows a pioneering environmental NGO to have greater impact
- Experience in a nonprofit, NGO, research, or impact-driven organization
- Experience with grants administration, including funder reporting and subaward management
- Experience with US and European requirements, particularly in the Netherlands
- Experience administering workplace systems and IT for a remote team
- Familiarity with GDPR and other data protection frameworks
- Familiarity with bookkeeping, budgeting, or finance operations
- Familiarity with organizational emissions tracking or sustainability programs
Benefits
- Health coverage, tailored to local laws so that everyone across our globally distributed team receives the same high standard of support.
- Generous PTO, tailored to local laws so that everyone across our globally distributed team receives the same high standard of support.
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