Operations Specialist

C Degree Required: Bachelors Degree (Associates or Bachelors) OR Associates Degree with a Certificate in Bookkeeping, Business Management, or related field with 3-5 years related experience

Location: Newark, New Jersey, hybrid schedule (4 days in office, 1 day work from home)

Type of Employment: Full-Time Exempt

Compensation: $60,000 (Depending on years of experience and licensure/certifications) with a comprehensive benefits package. Spanish, Portuguese, or Haitian Creole fluency are a plus and would earn an additional stipend on top of base salary. 

Position Overview

Sanar is seeking a full-time Operations Specialist to support the organizational operations of the Sanar Institute. Reporting to the Co-Chief Executive Officer, this position will be responsible for assisting the Co-CEOs in generalist operations functions including: organization-wide operations and administration oversight, bookkeeping and Quickbooks, human resources and staff wellbeing administration, employee onboarding, performance appraisal and onboarding coordination, office organization and inventory, technology support, executive administrative support, external facing communications, and other operations and administrative functions. 

The ideal candidate will be a highly organized and motivated problem solver, who is able to multi-task and prioritize varied responsibilities, see the ‘big picture’ of organizational operations to identify opportunities, and who is excited to join a small team of professionals working to support survivors of interpersonal trauma.

About the Sanar Institute

Sanar, meaning “to heal” in Spanish, is dedicated to healing individuals and communities impacted by traumatic violence. Sanar is recognized as an international leader in fostering resilience through evidence-based, community led, and lived experience driven approaches. Sanar has two key programs:

1. Sanar’s Wellness Center provides evidence-based, trauma-specific mental health services to individuals with lived experience of human trafficking, sexual violence, domestic violence and technology-based sexual violence. Located in Newark, New Jersey, Sanar’s Wellness Center specializes in culturally specific healing services available in English and Spanish.
2. Sanar’s Thrive Initiative educates multidisciplinary stakeholders and supports trauma-exposed frontline professionals at the local, national, and global level.

Sanar offers an excellent benefits package (health, dental, vision and life insurance, including options that are 100% paid for by Sanar), 401k with 4% match from the Sanar, life insurance, professional development reimbursement, parking reimbursement, quarterly wellness days, gym membership, weekly paid time to access mental health and wellness care, in addition to a generous paid time off program with 15 days in the first year of employment and 13 paid holidays. Sanar also offers flexible work scheduling, a supportive work environment that encourages professional and personal development, a commitment to self-care and convenient headquarters located in Downtown Newark, New Jersey near Broad Street Train Station. This position will be required to work in-office Monday through Thursday, with the option to work remotely on Fridays. 

Essential Responsibilities  

People Administration (30%)

• Maintain meticulous human resources records for Sanar personnel, including all human resources and benefits information.
• Serve as the internal point of contact for personnel needs including staff onboarding and offboarding, performance appraisal, technology account access, expense reimbursements, benefits enrollment and management, anniversary and birthday celebrations, employee timesheets, benefits accruals, benefit enrollment and changes, employee wellbeing offerings including holiday and retreat event coordination, and additional tasks to advance person-centered employee engagement. .
• Oversee the administrative and operational process for employee leave, including parental leave and disability leave processes. 
• Coordination and oversight of Sanar’s PEO systems through Prestige and Prestige’s payroll and timekeeping system (Kronos), 401k program (Slavik) and performance appraisal system (ClearCo) 
• In collaboration with management, track and update organizational policies and procedures including annual revisions of the employee handbooks and addendums to support evolving staff needs throughout the year. 

• Support organizational annual benefit enrollment, including staff need identification, benefit presentations and support, and updating the annual benefits suite package information.
• Coordinate and book grant funded travel for organizational staff, including airfare, hotels, other costs. 
• Support administrative onboarding and offboarding for Sanar Institute Fellows, including signed documentation, stipend management, technology setup, performance appraisal, office access and key fob allocation, and other support as needed.
• Streamline Sanar systems to best support staff through other activities identified.

Bookkeeping and Finance Responsibilities (40%)

• Record day-to-day financial transactions in Quickbooks Online and pull regular reports for oversight.
• Prepare financial statements and reporting monthly, federal/state grant financial reports and drawdowns.
• Ensure that monetary transactions are properly updated and recorded.
• Enter invoices and bills into QuickBooks as well as drafting and sending Sanar invoices to external partners and managing payments.
• Prepare necessary paperwork for audits and grant reimbursement processes
• Send/make payments after approval, including rent, monthly bills and employee reimbursements.
• Coordinate employee payroll and grant payroll reconciliation using Sanar’s contracted Kronos payroll system. 
• Oversee vendor contracts, including invoicing, contract documentation, and filing of key financial documents. 

Office Management and Program Support (20%)

• Open and close the Wellness Center office space to ensure a trauma-conscious and person-centered environment.
• Greet clients and visitors as the ‘front of house’
• Answer organization phone inquiries and emails, including those related to general program support.
• Maintain office inventory and create monthly supply orders for office needs, technology, and therapy supplies. 
• Manage the office calendar and schedules, including room/space booking procedures, and inform staff of office updates and closures.
• Manage office equipment, including setting up staff computers, conference call technology, phones and more. 
• Support “virtual office’ management including technology platform management, remote stipend support, technology updates, and ensuring remote staff have access to comprehensive support in their virtual office spaces. 
• Record necessary information into Salesforce records for grant reporting
• Assist in tech editing of documents, handouts, and training content as needed. 
• Regularly visit the Newark Post Office to check PO Box.
• Manage general office organization, tidiness and upkeep.
• Other duties as assigned to support the success of the Sanar Institute

Executive Administrative Support 

• Complete timesheets submissions and reconciliations and approvals for Co-CEO team biweekly. 
• Coordinate executive local, national, and international travel. 
• Support financial reconciliation, including organizational purchases, reimbursements, and other financial support. 
• Support in meeting coordination, minutes, approvals, and other tasks with partners, the Sanar Institute Board of Trustees, and organizational donors. 
• Support other tasks to ensure organizational and administrative streamlining for the executive team. 

Physical Requirements

• Computer work requires sitting at a desk for long periods of time.
• Completing paperwork - Such as copying, stapling, and filing
• Must be able to lift up to 25 pounds.

Required Professional Competencies 

• Bachelor's Degree OR Associate’s Degree or a High School Diploma with a minimum of 5 years related experience and relevant certificates.
• Excellent proficiency in technology like QuickBooks Online, Zoom, G-Suite, Monday, Salesforce, Microsoft Word, Excel, and PowerPoint and eagerness to learn new systems. 
• Must be comfortable working to support both in office and fully remote, off-site staff. 
• A high degree of accuracy, attention to detail, and independent follow through are essential. 
• Must have good judgment and problem-solving skills; be organized and meticulous; and have warm interpersonal skills. 
• Must pass a full background check, including NJ Child Abuse Record check.

Preferred Experience 

• Experience with nonprofit organizations and federal grant award management is a plus. 
• Experience with Gsuite, Salesforce, Canva, Formstack, Prestige PEO, ClearCo, and Kronos.
• Spanish, Portuguese, or Haitian Creole fluency are a plus and would earn an additional stipend on top of base salary. 

People of color, members of the LGBTQ+ community, and individuals with lived experience with interpersonal violence are highly encouraged to apply.

To Apply

Please send a cover letter and your resume including salary requirements to Sarah Lott, Co-Chief Executive Officer.