Senior Operations Associate

ABOUT WAYFARER FOUNDATION

Wayfarer Foundation partners with nonprofits to co-create a unified world where all people work together for peace, justice, and prosperity. Wayfarer launched in 2021 as a Bahá’í-inspired organization. Steve Sarowitz, a Bahá’í philanthropist, Founder and Chairman of Paylocity (Nasdaq: PCTY), Director of Payescape, and partner in Wayfarer Studios, started Wayfarer to be the philanthropic engine for his spiritual giving. In 2023, Wayfarer awarded over $19 million in grants, with over 85% of our grantee partners supporting communities that are 50% or more Black, Brown, Indigenous and Native-led. For more information about us, please check out wayfarerfoundation.org.

POSITION DETAILS

The Senior Operations Associate will be a key player in ensuring the efficient day-to-day operations of Wayfarer Foundation. This position will work closely with the Operations Manager and various teams, fostering a collaborative environment to streamline internal processes, support strategic initiatives, and enhance organizational effectiveness. The Senior Operations Associate is responsible for managing key administrative functions, overseeing operational systems, and driving continuous improvements to ensure the organization’s success in achieving its mission.

• Reports to: Operations Manager 
• Classification: Exempt/Full-time 
• Salary Range: $64,000 - $78,496
• Progression:  This position will progress to an Operations Manager ($77,813- $95,205)
• Position Details:

Operational Oversight & Support (40%)

• • Oversee and manage daily operations, ensuring all administrative and operational activities run smoothly.
  • Collaborate with leadership to implement strategic plans and goals across the organization.
  • Coordinate and support special projects and initiatives as assigned by senior leadership. 
  • Provide administrative support/oversight to staff for the overall operational needs of the Foundation.
  • Oversee the facilities, office space, equipment, and supplies to ensure a safe, functional, and productive work environment for staff.
  • Support with coordination of meetings and logistics for our next building set to take place in 2027/2028.
  • Work collaboratively with the Operations Manager on the development, strategy, and implementation of the DEIBA initiatives.
  • Help our Manager of Growth and Culture with mechanisms to gain qualitative and quantitative data for our Learning Lab. This could include sending surveys, scheduling focus groups, and assisting in reports.
  • Support Operations Manager in implementing Thrive Hub (capacity building system within Wayfarer Foundation for staff and grantee partners).
  • Work collaboratively with the Operations Manager to establish basic operating processes and procedures to ensure compliance with financial regulations and internal policies. 
  • Identify opportunities for process improvement, efficiency gains, and organizational effectiveness. 
  • Document and track reimbursements for professional development, donation, and wellness-related expenses for all team members. 
  • Document and track professional development funds spent for all team members.
  • Provides support to the Grants Administrator to ensure all grantee partners are paid on time and according to all applicable financial regulations. 
  • Ensure that all operational activities and initiatives align with the mission, vision, and values of the Wayfarer Foundation, advancing its goals of empowering individuals to thrive personally, professionally, and spiritually while making a positive impact in their lives and communities.
  • Support the Operations Manager with relationships with vendors, contractors, and service providers to ensure quality, cost-effective services that meet the organization’s needs. 

Risk Management & Compliance (10%)

• Collaborate with the Operations Manager to identify and mitigate operational risks and vulnerabilities that may impact the organization’s reputation, finances, or legal compliance. 

Information Technology (IT) Management (10%)

• Support the Operations Manager with  IT infrastructure, systems, and technology resources to support organizational operations. Ensure data security, privacy, and compliance with IT policies and procedures.

Human Resources (40%)

• Coordinates the Wayfarer Fellows program, assisting with recruitment, onboarding, and meeting learning objectives.
• Support with human resources administrative functions, including onboarding, performance management, ensuring compliance with employer laws and internal HR policies, assisting with audits, and maintaining personnel records.
• Ensures all staff complete Strengthsfinder, IDI Assessments, and onboarding checklists.
• Work with each department to ensure quarterly and yearly talent management meetings are scheduled.
• Serve as a backup trainer and support person for employee management software platform Paylocity. 
• Serve as a backup trainer and support person for Benefits Administration (insurance, 401k, FSA, etc.). 
• Assign policy acknowledgments and training to all new and current team members and record all employee training using Paylocity upon request.
• Support with fostering effective communication and collaboration among staff and external partners.
• Facilitate coordination and information sharing to support organizational goals and objectives upon request.
• Other duties as assigned by the Operations Manager

POSITION REQUIREMENTS

• Commitment to and passion for Wayfarer’s mission: “We partner with nonprofits to co-create a unified world.”
• 3+ years of experience in operations, administration, or project management or a similar role with a nonprofit, foundation, educational institution, or other related organization.   Direct experience working with Baha’i and/or BIPOC communities is a plus. 
• Demonstrated commitment to diversity, equity, and inclusion as a lens for all of your work. 
• Appreciation for the spiritual dimensions of mission-driven work, especially Baháʼí-inspired practices.  
• Excellent and creative verbal and written communication skills in English. 
• Willingness to be vulnerable, emotionally intelligent, and service-oriented. 
• Collaborative working style, caring and action-oriented project management savviness, and the ability to quickly shift from strategic thinking to granular implementation. 
• Strong organizational and multitasking abilities, with the ability to manage multiple projects simultaneously.
• Familiarity with nonprofit compliance, legal requirements, and HR functions is a plus.
• Proficiency in and/or willingness to quickly learn WF tech platforms: Google apps, major social media platforms, Foundant (grant management system), Slack, Canva, Airtable (project management system), etc.
• Do I have to be a Baháʼí to apply? 

While we are guided by the spiritual principles of the Baháʼí faith, we respect and celebrate all religious devotions and differences and provide equal employment opportunities for all. We only ask you to come to the role with an open heart, mind, and interest in learning more about Baháʼí beliefs and the role diverse spiritual traditions can play in creating social change. 

WORKING AT WAYFARER

Benefits: We offer a holistic package that aims to care for our team in body, mind, and spirit; it includes:

• • Comprehensive health, dental, and vision coverage 
  • Retirement savings plan (after one year)
  • Time off:
    • Unlimited PTO and National Holidays
    • Baha’i Holy Days (up to 9/year)
    • 4 days/year for community service (1/quarter)
    • Organization-wide Winter Break
  • Professional development stipend (conference, books, trainings, etc.), wellness stipend (spiritual retreats, body care, therapy, etc.), “boundary bonuses,” and matching nonprofit donations. 

Culture: You can expect

• • The mindfulness of a house of worship: We engage in spiritual practices as a team, explore how spirituality can drive social change, and strive to treat one another with compassion and kindness. 
  • The energy of a startup: As a new organization, we are in an organic learning mode and value risk, innovation, and experimentation. 
  • The passion for justice of a grassroots non-profit: We celebrate the gifts of diverse individuals, communities, and institutions. We also stand up for justice for those excluded because we know that together, without -isms, we can find solutions to our most pressing problems. 

Where will I work?

• We are a hybrid organization; we work 2-3 days at home and 2-3 days in our office in Wilmette, IL (easily accessible by the CTA purple line). You will also be expected to travel ~15% of the time. 

TO APPLY

We will review applications on a rolling basis until this position is filled. We anticipate that this person will begin in October 2024. 

1. A brief cover letter. Please do not repeat what is written on your resume. Instead, tell us things your resume can’t tell us: what you love to do, what your gifts are, why you want to work with us, etc.
2. A 1-2 page resume with 2 references listed. 

Wayfarer Foundation is an equal opportunity employer and we strongly encourage BIPOC, people with disabilities, LGBTQ+, Baháʼí, and other underrepresented applicants. We value diverse candidates; your gifts and lived experience matter more to us than titles or numbers. 

We will review applications submitted through Foundation List on a rolling basis until this position is filled. We anticipate that this person will begin in October 2024. 

1. A brief cover letter. Please do not repeat what is written on your resume. Instead, tell us things your resume can’t tell us: what you love to do, what your gifts are, why you want to work with us, etc.
2. A 1-2 page resume with 2 references listed.