Operations Coordinator

Overview Of Watson Institute

Watson Institute powers transformative Fellowships in partnership with leading corporations and foundations to support highly promising entrepreneurs and leaders from underserved backgrounds. The Fellowships provide proven entrepreneurship and leadership skills training, committed mentorship, community development stipends, long-term Alumni support, and access to a global community of peers, mentors, and opportunities.

In partnership with Google, JPMorganChase Foundation, Walmart.org, Wells Fargo, Ford Philanthropy, SAP, Truist Foundation, BMO, Comcast, Western Union, and several private foundations, Watson Institute's programs will reach over 2,400 rising leaders this year.

Alumni of Watson Institute's Fellowships have raised over $190 million, created over 2,300 paid jobs, and impacted over 11 million people around the world through initiatives they have helped lead. 93% of Watson Institute alums are employed, continuing their education, or building a venture. 85% of Watson Institute Alumni use a skill they learned while in a Watson Institute-powered program up to 12 years later. Watson Institute's Alumni have been selected to Y Combinator, the Echoing Green Fellowship, and 11 have been named to Forbes' 30 under 30 lists. Alums continue their education at Harvard University, New York University, and Princeton University, among others.

Operations Coordinator - Mission Statement

The Operations Coordinator helps power Watson Institute's People & Operations Team, ensuring the seamless day-to-day functioning of core operational systems. This role reports to the Associate VP of Operations and supports Talent, Financial, and IT operations. This person thrives in a fast-paced, scaling environment, is highly organized, and is comfortable navigating shifting priorities and high-pressure moments with strong attention to detail and follow-through.

Talent Operations (40%)

The Operations Coordinator will support and execute key components of Watson Institute's hiring process and talent pipeline, setting the standard for the best candidate experience across the impact space. Responsibilities include:

• ATS Management & Candidate Coordination: Support the Operations Manager in maintaining the applicant tracking system (ATS), ensuring candidate pipelines, stages, and records are accurate, organized, and consistently up to date, while coordinating interview scheduling and supporting candidate movement through each stage of the hiring process

• Candidate Communication: Manage timely and professional communication with candidates throughout the hiring process, ensuring consistent updates and a positive candidate experience at every stage

• Onboarding Logistics: Support the Operations Manager in coordinating onboarding processes for new hires by executing key logistics, including creating and maintaining onboarding trackers within Monday.com (Work OS), coordinating schedules with internal team members and new hires, and managing system setup (e.g., email creation, platform access, and permissions) to ensure a smooth start

• Talent Pipeline Support: Leverage the applicant tracking system (ATS) to support the upkeep of an evergreen talent pipeline by organizing candidate records, revisiting prior applicants, and ensuring strong candidates remain accessible and easy to re-engage for future roles

Finance Operations (30%)

The Operations Coordinator will support and execute day-to-day financial operations, ensuring accuracy and timely processing across the team. Responsibilities include:

• Transfers & Disbursements: Execute and track financial transfers, including Fellow stipends and vendor payments, using platforms such as Wise to manage high-volume, time-sensitive domestic and international disbursements

• Fellowship Financial Coordination: Support Program Managers in managing Fellow stipend processes, assisting with stipend-related questions, and delivering clear, engaging presentations to Fellows on stipend processes and expectations

• Expense Tracking & Follow-ups: Support People & Operations expense management processes by ensuring receipts and submissions in Expensify and Airtable are complete and accurately recorded, and by following up with team members on missing or incomplete information

• Financial Documentation & Organization: Support financial processes by maintaining and organizing trackers within Monday.com and Google Sheets, ensuring accurate records and clear visibility across disbursements

IT & Systems (10%)

Optimize Watson Institute's core systems infrastructure, with a primary focus on Google Workspace Admin, ensuring systems are structured for scalability, security, and seamless team access. Responsibilities include:

• Google Workspace: Optimize the management and organization of the Google Workspace Admin account, ensuring systems are structured to support team growth and evolving organizational needs

• User Set Up: Oversee user account setup, access, and permissions across platforms (e.g., Google Workspace, Slack), ensuring appropriate access and role alignment

• System Organization: Maintain and improve system organization, including file structures, shared drives, and internal documentation for ease of use and scalability

• Team Support: Serve as the primary point of contact for internal technical support, troubleshooting issues, and ensuring timely resolution

• Security Improvements: Proactively identify opportunities to improve security

Supporting UFOs (20% of their time)

Support the Associate VP of Operations in executing urgent, organization-wide priorities by assisting with time-sensitive tasks, maintaining organization, and ensuring timely follow-through across key initiatives.

• New responsibilities may develop as the Operations Coordinator position evolves

Requirements

Culture Add

To thrive as an Operations Coordinator at Watson Institute, you will:

• Demonstrate an eagerness to join a team with high standards for quality and excellence

• Hold a high bar for quality and detail, with a strong ability to spot inconsistencies in writing, formatting, and communication

• Be highly organized and process-driven, using systems, trackers, and clear workflows to manage work accurately and efficiently

• Operate with intention and structure, planning ahead and creating order in complex or fast-moving environments

• Take ownership and follow through, approaching work with a results-driven mindset and ensuring responsibilities are completed end-to-end

• Demonstrate high integrity, exercising sound judgment, handling sensitive information responsibly, and making decisions aligned with the organization's values

• Think in systems, with experience building, improving, and managing processes that support consistent and reliable execution

How We Communicate

Based on a story from Watson Institute's early days, ‘Come to the Window' represents our communication culture. This means:

• Obligation to Dissent: If you disagree with a decision or direction as an organization, you are expected to bring attention to this challenge because true leaders believe dissent is an obligation

• Disagree and Commit: To complement Obligation to Dissent, there are times when we need to Disagree and Commit. Once all concerns and criticisms are shared, the course of action must be committed to by all involved

• No Drama: We prioritize purpose and don't involve ourselves in the drama created by backroom chatter, hearsay, and unnecessary focus on issues that do not place impact first