The Chuck Lorre Family Foundation,

Operations Coordinator

Posted
10 days ago
Employment type
Full-time
Location
Los Angeles
Closing date

About this organization

The Chuck Lorre Family Foundation (TCLFF) was established in 2014 by founder Chuck Lorre, an award-winning television writer, producer, creator, and philanthropist. TCLFF primarily supports healthcare and STEM education initiatives, as well as some food security organizations and arts programs, with an emphasis on Los Angeles’ under-resourced communities. TCLFF funds large-scale programs with several healthcare organizations including Cedars-Sinai, CHLA, and the Venice Family Clinic; a STEM education grant program with LAUSD public schools and DonorsChoose; and a STEM-focused scholarship and academic resource program for undergraduate and graduate students at UCLA. TCLFF currently has over 30 grant partners and does not accept unsolicited proposals from organizations. More information about TCLFF can be found at chucklorrefamilyfoundation.org.

The Chuck Lorre Family Foundation is dedicated to funding nonprofit partners in a respectful, thoughtful, and effective way. Working out of a busy office on the Warner Bros. lot, TCLFF team members are expected to contribute its the overall environment in a progressive, kind, and engaging manner. We are a dynamic, collaborative, highly professional small team that values new ideas and team thinking, while using our vast philanthropic experience and knowledge to guide our decision-making. TCLFF is a fast-paced work environment, where nimble thinking is essential, with both large and small-scale grant programs operating year-round.

About this job

The Operations Coordinator is a new position at the Foundation, designed for an energetic, passionate, nonprofit career professional to oversee all Foundation operations, including financial reports, tech support, board notebooks, and general administrative support for the Foundation team, including grants and schedules. This role will be responsible for all Foundation operations and will be involved with a variety of projects in a busy, dynamic environment. This position requires a high level of confidentiality, attention to detail, financial acumen, and a commitment to the mission and values of TCLFF. The Operations Coordinator is responsible for performing administrative support and clerical duties that require accuracy, independent analysis, strong editing/proofreading ability, and knowledge of the philanthropic landscape of Los Angeles.

The TCLFF Operations Coordinator will be required to regularly use a variety of skill sets, including independent judgment, as part of a three-person team. The ideal employee has a “can do” attitude, highly respects confidentiality, is a self-starter, and enjoys a collaborative work environment. Experience in philanthropy at a private foundation or nonprofit is required. Privacy and discretion are essential.

This position oversees daily operations for the Foundation, conducts general office duties, maintains all files, tracks and reconciles the grant invoicing/payment process, and is involved with multiple grant projects. The Operations Coordinator works directly with the Program & Operations Manager to provide research, analysis, and tech support as needed, and is responsible for high-quality work with a focus on attention to detail and accuracy. This position is also expected to maintain an excellent rapport with our organizational partners.

The Operations Coordinator oversees the daily schedule and calendar for the Foundation, President, and Manager, which may include site visits, travel, internal and external communications, as needed. This role liaises with grantees, business management, accountants, Foundation board members, as well as television series executives, agents, talent, studio, and network executives.

The role is responsible for updating and maintaining all grantee records, assisting with accurate and timely reports on present and historical giving, and corresponding with grantees and TCLFF business associates with clarity and conciseness.

This position is full time, with 4 days minimum in the office and the ability to schedule one day per week to work remotely.

We value the well-being and health of our employees. The salary range for this role is $66,000–$74,000, commensurate with education and experience. Our current benefits package includes paid holidays, paid vacation and sick leave, 100% employer-funded medical and dental benefits, and eligibility for a 403(b) program after 6 months of employment. On-site parking and daily lunch are provided when in office. Professional learning and development through participation in professional conferences and seminars is supported.

Roles & responsibilities

Operational Support:

• Provide calendar and appointment management for Foundation, President, and Manager.

• Performs project and program-related research as assigned.

• Creates meeting agendas, prepares for visitors, and takes meeting notes.

• Maintains on-line and permanent (hard copy) Foundation files.

• Maintains grantee contact information, email lists, house accounts, and supplies.

• Brings relevant thoughts and ideas into concrete, coherent actions related to daily tasks and internal processes.

• General office support including monthly expense reports.

• Processes consultant and vendor contracts and invoices.

• Provides logistical support for business trips and meetings.

Program Support:

• Work closely with President and Program & Operations Manager to support the grantmaking process, ensuring data accuracy, compliance, and timely communication with current and prospective grantees.

• Assists with management of active, closed, and pending grants, including updating documents and records.

• Supports routine communications with grantees to confirm pending deadlines, receipt of required reports, payment acknowledgement letters, and other grants management matters.

• Prepares and ensures completeness of grant requests, which include grant letters, grant agreements, and working with outside business management on check requests.

• Assists in preparing presentation materials and briefings for biannual board meetings and meetings with grantees, funders, and vendors.

• Conducts directed research on current grantee background information, contacts, and financial and historical information, including 990s, 501(c)3 designation letters, IRS status, etc.

• Maintains updated database and records with current contact and financial information.

• Coordinates all data necessary for daily, monthly, and year-end reports, including providing the accounting firm with updated payment schedules as needed.

• Prioritizes functionality, efficiency, and user-friendliness of the grants management process.

Communications Support:

• Drafts, proofreads, executes, and sends correspondence under the direction of President and Program & Operations Manager.

• Updates The Chuck Lorre Family Foundation WordPress website as needed.

• Regularly reviews relevant articles, press releases, and digital media. Stays up-to-date and informed about TCLFF-related research, news, and applicable trends in philanthropy and Los Angeles nonprofits.

• Helps coordinate seating/tables for TCLFF and cast/crew/producers at grantee and partner events.

• Arranges video conferencing and uses both emails and text to communicate with TCLFF team.

Working Conditions and Additional Considerations:

The role is primarily in the office - 4 days per week with option to work remotely 1 day per week. The position requires regular attendance during work hours and the ability to sit and work at a desk for several hours at a time as well as standing, walking, stair climbing, kneeling, crouching, reaching, driving, carrying (max. 30lbs), writing, listening, and speaking.

Though the environment for this role is primarily an office environment, you may occasionally attend off-site events and meetings, and the work can occasionally extend to a weekend.

Employment with The Chuck Lorre Family Foundation is “at will.” We will consider for employment qualified applicants with criminal histories in a manner consistent with Chapter XVIII of the Los Angeles Municipal Code, Article 9. We are an equal opportunity employer and seek well-qualified candidates from all backgrounds and experiences. TCLFF does not discriminate based upon race/ethnicity, religion, national origin, gender, sexual orientation, gender identity or expression, age, veteran status, status as an individual with a disability, or any other characteristics.

Candidates must be able to successfully clear a background check and must sign a non-disclosure agreement.

Qualifications

Education/Experience/Technical Skills Required:

• Education: minimum 4-year bachelor’s degree.

• Minimum of 3 years of directly relevant work experience with a family foundation or in the nonprofit sector.

• Exceptional organizational skills with the ability to effectively manage and prioritize workflow to meet short- and long-term deadlines.

• General knowledge of Foundation and nonprofit accounting practices.

• Proficiency with Microsoft Office, Outlook, iWork, G-Suite, Zoom and other video conferencing platforms.

• Technical, software and phone troubleshooting.

• Experience with WordPress and Box a plus.

• Detail-oriented with impeccable writing and critical thinking skills.

• Excellent oral and written communications skills, with strong grammar, spelling, and proofreading knowledge.

Competencies:

• Proactive and self-motivated, having the ability to work both independently and as a member of a small team.

• Ability to maintain high degree of discretion and confidentiality.

• Enthusiastic and dedicated to the mission of TCLFF.

• Strong sense of integrity and work ethic.

• Interpersonally savvy and adaptable.

• Professional and welcoming demeanor with ability to work with others in a diplomatic manner.

• Demonstrates a high degree of initiative, resourcefulness, and flexibility to meet the needs of the role.

• Ability to continually seek new approaches to the process.

To apply

Submit your resume and cover letter to coordinator@tclff.org. Cover letters should express your interest in and fit for the position. Cover letters and resumes should be addressed to Trisha Cardoso, President and Chief Giving Officer of The Chuck Lorre Family Foundation. Applications without both a resume and cover letter will not be considered. Candidates will be reviewed on a rolling basis until the role is filled, with an expected start date by March 1, 2023.