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

We are looking for an experienced Project Operations Specialist to join our team as a contractor.

In this role, you will provide day-to-day support for two of Civilla’s multidisciplinary teams. The teams you will work with are partnering with government agencies across the country to remove barriers and improve access to public benefits. The Project Operations Specialist will be pivotal in enabling this work.

If you have a knack for organization, enjoy creating systems that make workflows easier, are energized by working on a variety of different things at once, and are excited about collaboration with a small, mission-driven team, then we encourage you to apply!

key responsibilities

Team Communication

• Join weekly internal meetings in-person (Detroit) and liaise closely with our teams to ensure streamlined and efficient communication

Project Management

• Oversee the management of day-to-day projects – balancing project details with the overall strategy

• Work to ‘see around corners,’ anticipating steps that follow the current tasks

• Attend client meetings to accurately record notes and action items

• Assess, assign, and delegate new tasks as they come in (in partnership with the Design Lead)

• Implement and maintain team systems such as Asana, Slack, and Google Drive

• Coordinate research logistics, including managing participant recruiting and scheduling, coordinating with community partners, hiring translators, managing data privacy and user data protocols, etc

• Plan and execute recruiting plans for project teams
• Use creative methodologies to identify and recruit a wide range of participants

• Screen respondents for project appropriateness

Strategic Support

• Contribute to developing internal systems, processes, and capabilities that support our team’s evolving needs

what you'll need for this role

Mission-alignment: A passion for using your skills to create positive impact and support systemic change.

Operational experience: 3-5 years of experience in executive assistance, administration, operations, or a similar field. A passion for making others successful by supporting and leading operational actions/tasks.

Project management skills: Excellent project management skills. The ability to manage project plans, multitask, re-prioritize as needed, and switch gears quickly. Experience with productivity tools such as Google Suite, Microsoft Suite, and Asana.

Equity consciousness: Experience supporting diverse teams and building operational systems with equity in mind.

Detail oriented multi-tasker: Highly organized with an eye for detail. Energized by wearing multiple hats.

Self-starter: Experience working autonomously in a fast-paced and/or start-up environment.

Strong communication: Strong, proactive communicator and savvy problem-solver. Demonstrated ability to work effectively across various functions, teams, and levels.

Relationship building: Experience managing and cultivating relationships in support of building systems that enable an organization and its people to thrive.

Growth mindset: An openness to learning, a commitment to personal growth, and a proactive approach to seeking feedback.

what we value

We’re seeking a contractor who align 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 continuously seek 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.