Fiscal and Operations Coordinator

Job Description

Job Description:\n\nFiscal and Operations Coordinator \nLocation: Chula Vista, CA\nSalary Range: $75,000 - $83,000 (DOE/Q)\n 52 Weeks\n\nMAAC STORY\n\nSince 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at SUMMARY\n\nMAAC is seeking a highly organized, collaborative, and solutions-oriented Fiscal & Operations Coordinator to support the successful implementation of department-wide priorities, grant-funded initiatives, special projects, and day-to-day operations within the Economic Development Department. \n\nReporting directly to the Director of Economic Development, this position plays an important role in coordinating projects, supporting grant and fiscal administration activities, monitoring departmental goals and performance measures, and helping ensure the department operates effectively and efficiently. The Fiscal Coordinator works closely with Economic Development program teams, other MAAC departments, funders, consultants, vendors, and community partners to support project implementation, budget tracking, and achievement of departmental goals. \n\nThis position serves as the primary liaison between the Economic Development Department and the Finance Department, coordinating budget tracking, invoicing, procurement, financial reporting support, expenditure monitoring, and the fiscal setup of new grants and programs. The Fiscal Coordinator also helps track department goals, key performance indicators (KPIs), and project outcomes to support accountability, continuous improvement, and informed decision-making. \n\nIn addition, the Fiscal Coordinator provides operational and fiscal support to the Director of Economic Development by helping coordinate projects, meetings, action items, reports, and departmental priorities. This role helps ensure initiatives stay organized, stakeholders remain informed, and departmental activities move forward in a timely manner. \n\nThe ideal candidate is a proactive, detail-oriented professional who enjoys coordinating projects, building relationships, and supporting teams. They are comfortable managing multiple priorities, working with data and budgets, and collaborating with a variety of internal and external stakeholders. This individual is committed to MAAC's mission and values and takes pride in helping others succeed through strong organization, communication, and follow-through.\n\nESSENTIAL DUTIES AND RESPONSIBILITIES\n\nThe duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. \n\nStrategic Initiatives, Projects & Department Operations \n\n Coordinate the implementation and tracking of departmental strategic initiatives, grant-funded projects, and special projects. \n\n Develop and maintain project plans, timelines, workplans, and tracking tools to support successful project implementation. \n\n Coordinate activities among staff, departments, funders, consultants, and community partners to ensure projects remain on schedule and aligned with goals. \n\n Facilitate meetings, track action items, and support timely completion of project deliverables. \n\n Monitor departmental goals, key performance indicators (KPIs), and outcomes; maintain dashboards and reporting tools as assigned. \n\n Collect, organize, and summarize data, project updates, and performance information for leadership review. \n\n Support development and maintenance of departmental procedures, templates, and organizational tools that improve efficiency and consistency. \n\n Assist with planning and coordination of department meetings, trainings, events, and strategic planning activities. \n \nFiscal, Budget & Grant Administration \n\n Serve as the primary liaison between the Economic Development Department and the central Fiscal Department. \n\n Coordinate the fiscal setup of new grants, programs, and funding opportunities. \n\n Monitor program expenditures and assist with budget tracking, forecasting, and financial reporting. \n\n Support development and maintenance of program budgets, budget modifications, and expenditure reports. \n\n Coordinate funder invoices, reimbursement requests, and supporting documentation to ensure timely submission. \n\n Track grant deliverables, reporting deadlines, and compliance requirements. \n\n Assist with preparation of programmatic and financial reports for funders and internal stakeholders. \n\n Maintain grant, budget, and project records in accordance with organizational and funder requirements. \n \nProcurement, Contracts & Resource Coordination \n\n Coordinate departmental purchasing and procurement activities in accordance with MAAC policies and procedures. \n\n Obtain quotes, process purchase requests, and coordinate with vendors, contractors, and internal departments as needed. \n\n Support procurement of equipment, supplies, technology, and services necessary for program operations. \n\n Maintain procurement records and supporting documentation. \n\n Monitor purchasing activities to help ensure expenditures align with approved budgets and grant requirements. \n \nDirector & Cross-Departmental Support \n\n Provide fiscal and operational support to the Director of Economic Development in managing departmental priorities and initiatives. \n\n Coordinate meetings involving internal and external stakeholders, including scheduling, agenda development, meeting materials, and follow-up activities. \n\n Track assignments, deadlines, and action items resulting from leadership meetings and department initiatives. \n\n Assist with preparation of reports, presentations, correspondence, and other materials. \n\n Coordinate travel arrangements, expense reports, purchasing requests, and other administrative activities as needed. \n\n Build and maintain effective working relationships with MAAC departments, funders, partners, consultants, and vendors. \n\n Represent the Economic Development Department on internal workgroups, committees, and special projects as assigned. \n\n Perform other related duties as assigned. \n\nQUALIFICATIONS\nKnowledge of: \n\n Project management principles, practices, and tools. \n\n Budgeting, financial tracking, and expenditure monitoring. \n\n Grant-funded programs, grant administration, and compliance requirements. \n\n Procurement and purchasing processes, including documentation and approval procedures. \n\n Performance measurement, KPI tracking, and data reporting practices. \n\n Understanding of nonprofit operations and cross-functional departmental collaboration. \n\n Familiarity with organizational process improvement and operational effectiveness practices. \n\n Working knowledge of Microsoft Office Suite, particularly Excel, Word, PowerPoint, Outlook, and Teams. \n \nSkills and Abilities: \n\n Strong project management, planning, coordination, and organizational skills. \n\n Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment. \n\n Ability to analyze financial, operational, and programmatic information and identify trends or areas for improvement. \n\n Strong problem-solving and critical-thinking skills with the ability to anticipate challenges and recommend solutions. \n\n Excellent written, verbal, and interpersonal communication skills. \n\n Strong facilitation and relationship-building skills, with the ability to work effectively across departments and with external partners. \n\n Ability to create reports, presentations, dashboards, and other materials that support informed decision-making. \n\n Ability to maintain a high level of accuracy, attention to detail, and follow-through. \n\n Ability to handle sensitive and confidential information with professionalism and discretion. \n\n Ability to work independently while exercising sound judgment and initiative. \n\n Ability to support senior leadership by coordinating priorities, tracking action items, and ensuring timely execution of key initiatives. \n\n Ability to foster collaboration, accountability, and customer service among diverse stakeholders. \n\n Advanced proficiency in Microsoft Excel, preferred \n\n Demonstrated commitment to continuous improvement and operational excellence. \n\n Commitment to MAAC's mission, values, and commitment to serving the community.\n\nEDUCATION & EXPERIENCE\n\n Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, Project Management, Economics, Finance, Community Development, Economic Development, or a related field; or an Associate's degree and an additional two (2) years of directly related professional experience. An equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of the position may be considered. \n\n Minimum four (4) years of progressively responsible experience in project coordination, operations, grants administration, program management, nonprofit administration, finance coordination, or a related field; experience in a nonprofit, government, community development, workforce development, economic development, or related environment preferred. \n\n Experience supporting budget tracking, procurement, grant administration, financial processes, and/or department operations. \n\n Experience managing multiple projects, priorities, deadlines, and stakeholders while maintaining a high level of organization and attention to detail. \n\n Experience using financial management systems; NetSuite experience preferred.\n\nVALUE-BASED BEHAVIORS\n\n Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions. \n\n Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers. \n\n Identifies and takes advantage of opportunities for personal and professional development. \n\n Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines. \n\n Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems. \n\n Follows rules, regulations, and policies; positively contributes to implementing changes. \n\n Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes. \n\nHEALTH STATUS\n\nMust have a physical examination and TB clearance as required by state and federal regulations and a drug screen by a doctor/clinic designated by MAAC prior to the first day of employment.\n\nPHYSICAL AND MENTAL DEMANDS\n\nThe physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. \n\nPhysical Demands\n\nWhile performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, use hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.\n\nMental Demands\n\nWhile performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.\n\nBACKGROUND CLEARANCE\n\nAll positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources. A pre-employment credit check may be required dependent upon duties assigned. \n\nNote: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment. \n\n \n\nTRANSPORTATION\n\nMust have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.\n\n \nVALUE-BASED BEHAVIORS\nListens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions\n Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers\n Identifies and takes advantage of opportunities for personal and professional development\n Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines\n Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems\n Follows rules, regulations, and policies; positively contributes to implementing changes\n Deals w