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Associate Director of Operations

Associate Director of Operations

Transformations CommunityUS
3 hours ago
Job type
  • Full-time
  • Remote
  • Quick Apply
Job description

About the Transformations Community

A Global Commons for Transformative Change : The Transformations Community (TC) connects action-researchers who combine inquiry with action—testing new approaches, sharing learning, and building capacity for just and sustainable futures. With a global community of 6,000+, we convene international conferences, publish widely, and support sustainability initiatives that link knowledge with practice

Role Overview

We’re hiring a hands-on Associate Director of Operations to own TC’s internal operations end-to-end : people operations, portfolio / program management, project systems (ClickUp), fiscal coordination, and organizational rhythms. You’ll turn strategy into clear plans, keep the trains running on time, and help a globally distributed team work smoothly—with smart use of AI tools to streamline workflows.

You’ll report to the Executive Director and partner closely with initiative leads. This is a do-and-lead role : you’ll build light scaffolds, coordinate across programs, and step in directly where needed.

Requirements

Responsibilities

1) People Operations & Team Health

  • Lead hiring pipelines, onboarding / off-boarding, and contractor / consultant agreements.
  • Maintain role descriptions, SOWs, and a simple performance / feedback cycle.
  • Coordinate time tracking, capacity planning, and resourcing across initiatives.
  • Steward team norms (async practices, meeting hygiene, documentation, DEI & care).

2) Portfolio & Program Management

  • Translate strategy into quarterly / annual plans with milestones, owners, and KPIs.
  • Run portfolio reviews : risks, dependencies, budgets, and decision logs.
  • Stand up light monitoring & learning loops (retros, after-action notes, dashboards).
  • Support initiative leads with scoping, critical paths, and go / no-go gates.

    • 3) Systems & Tooling (ClickUp Lead)

  • Own ClickUp architecture (spaces, templates, automations, permissions).
  • Drive adoption, training, and QA so tasks / roadmaps stay current and useful.
  • Integrate Google Workspace, Slack, Docs, and basic CRM / email tools as needed.
  • Use AI assistants (e.g., templating, summaries, automations) to reduce busywork.

    • 4) Finance & Admin (in coordination with fiscal sponsor / finance)

  • Track budgets vs. actuals at project and portfolio levels; flag variances early.
  • Coordinate vendor onboarding, invoices, and payment schedules.
  • Maintain a tidy contracts and compliance library (insurance, MOUs, data policies).

    • 5) Org Rhythms & Internal Communications

  • Run weekly team syncs, monthly planning / retros, and quarterly OKR reviews.
  • Keep a live ops calendar; send crisp written updates and decision notes.
  • Ensure key documents (playbooks, policies, templates) are current and discoverable.

    • Who We’re Looking For

    Required

  • 5–8 years in operations, program / portfolio or project management in a small / medium org or networked environment.
  • Proven experience leading cross-functional coordination and delivery (not just assisting).
  • ClickUp (or Asana / Notion) power user / admin : you’ve designed structures, templates, and automations.
  • Strong people ops fundamentals : hiring, onboarding, contracting, and feedback rhythms.
  • Excellent written communication; crisp facilitation; bias to clarify and close loops.
  • Comfortable working remotely across time zones; high reliability and follow-through.
  • Fluency with AI tools for ops (summaries, drafting, checklists, SOPs, lightweight analytics).
  • Background in sustainability, systems change, or research / practice communities.

    • Preferred

  • Nonprofit / fiscal-sponsor or grant-funded project experience; basic budgeting.
  • Change-management experience (standing up new systems and securing adoption).
  • Light data / BI skills (Sheets, Looker Studio) for simple dashboards.

    • Benefits

    Location : Remote (U.S. time zones preferred)

    Type : Full-time (35–40 hours / week)

    Compensation : $70,000–$95,000 USD annually

    Start Date : Immediate (flexible for the right candidate)

    Work Environment & Values

    Fully remote; collaborate with colleagues in Colorado, Hawaii, Canada, and Europe (schedule flexibility required). We value clarity, humility, responsiveness, and learning. We build scaffolds that support people as well as projects.

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