Operations Coordinator

Civilla is a nonprofit design studio based in Detroit, Michigan. We’re dedicated to changing the way public-serving institutions work—and putting humans first while doing it. Our nationally recognized team of researchers, designers, and strategists is optimistic about the promise of human-centered design in the public sector. We’re bound by a common goal: to positively impact one billion people through institutions that are more compassionate, more effective, and less expensive to operate.

the opportunity

Civilla is seeking an operations coordinator to join our team for an anticipated contract length of 1 year with the possibility to extend. In this position, you’ll provide administrative support to the business operations manager, interfacing heavily with the internal Civilla team along with visitors, guests, & our partners. Your support with organizational logistics, facilities, and event coordination will enable your colleagues to stay focused on partnering with public-serving institutions to deliver change at scale.

The Operations Coordinator is the day-to-day steward of the Civilla studio. This person is an expert in how the space functions and feels empowered to identify and solve pain points. They play a hands-on role in keeping the studio clean, organized, functional, and guest-ready, while also contributing administrative and logistical support to active project work.

We use the term “operations” throughout this job description. At its core, it is exceptional attention to detail and a deep level of care across all tasks, systems, and people involved in the work. The skills required to excel in this position can be found in a number of roles, projects, and responsibilities. We encourage you to apply even if you have not held an “operations” title.

key responsibilities

Administrative Support

• Greet and assist visitors, guests, and partners in a friendly and professional manner.

• Provide administrative support across active research and design projects.

• Assist in the printing and collating of materials for Design team presentations and pilots.

• Assist Business Operations Manager with monthly credit card reconciliation; collecting receipts and processing approvals

• Assist in the coordination of trip arrangements by creating travel itineraries, securing reservations for flight, hotel, and transportation, and resolving travel issues.

• Assist with mass mailings and other shipments from Civilla

• Assist with scheduling coordination in support of onboarding new hires, including calendar invites, meeting logistics, and communicating itineraries to incoming team members.

• Partner closely with the Business Operations Manager on miscellaneous administrative tasks as needed.

Facilities coordination 

• Proactively identify opportunities to improve how the Civilla office functions while staying on top of regular maintenance, organization, and minor repair needs to keep things running smoothly.

• Coordinate office supplies through regular inventory monitoring, ordering, unpacking, stocking, and distributing supplies throughout office suites.

• Manage the end-to-end process for identifying and resolving facilities-related issues in partnership with the facilities management team. 

• Manage relevant external vendor relationships ensuring deliveries and installations are completed on time and to standard.  

what you’ll need for this role

If you see yourself in most of the following categories, but not all, we encourage you to apply.

• work experience: 2+ years of experience in an operations coordinator role preferred, however we are open to experience in similar role(s) and/or highly transferable skills.

• a passion for operations: A love for operational excellence and a drive to make others successful through the work.

• communication: Strong communication skills, with an emphasis on being proactive, consistent, and following through. 

• collaboration: An interest in and willingness to work within the Civilla operations team, in addition to working with people across different functions and roles. 

• self-direction: You know when to handle something independently and when to loop in a supervisor or escalate.

• organizational skills: An ability to prioritize work, multi-task, maintain a high attention to detail, consistently complete tasks in a timely manner, and hold a variety of responsibilities.

• technical skills: A proficiency in Google workspace, including Google Calendar for scheduling coordination. A working familiarity with online ordering platforms. 

• capacity management: You advocate for your own capacity and aren't afraid to flag when bandwidth is stretched.

• physical requirements: This role involves frequent walking and movement throughout the studio and office suites as part of day-to-day responsibilities. You must be able to lift 40 lbs in this role.

what we value

We’re seeking a teammate who aligns with Civilla’s principles and values. Our culture is rooted in twelve organizational principles, and our work is grounded in a set of values that reflect our dedication to our mission: 

• Optimism - We remain open to the immense potential of our institutions to do good.  

• Curiosity - We are constantly seeking new inputs that can grow our context about what is possible.

• Empathy - We view human-to-human connection as the foundation of our work.

• All In - We regard showing up and seeing work through as essential for leading change.

details

Structure. This is a contract position, estimated to be 20-30 hrs/week for an anticipated 1 year (minimum) with the possibility to extend. 

Location. This position is based in Detroit, MI, and requires being in person a minimum of 2 of our 3 regular weekly onsite days (Monday-Wednesday).

Pay. $30 to $33/hr 

Come as you are. Civilla values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, minorities, people with disabilities, veterans, and people of all ages to apply. 

Civilla is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

Sponsorship. Civilla cannot sponsor applicants for work visas, or work visa transfers, at this time.

Background checks. Our contracts with the State of Michigan require that we perform background checks on all Civilla team members. If you are invited to the final interview for this position, we will request your consent to perform one. We will not be able to move forward with your candidacy if you are presently indicted by a government entity for the commission of any crime involving theft, dishonesty, fraud, or assault, or have been convicted of any of the following within the last three (3) years:

• Fraud in connection with obtaining or performing a public contract;

• Violation of federal or state antitrust statutes;

• Commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and/or

• Commission of assault.

Please direct any questions regarding the background check to daniella@civilla.org.