Operations & Program Manager
New Literary Project · Oakland, CA · 4 days ago
HybridInformation Technology$40–$45/hrFull-time
About the role
The Operations & Program Manager is the operational spine of NewLit. In our lean organization, the back office touches everything. Every program cycle, event ticket, philanthropic gift, and shared digital system passes through this desk.
Responsibilities
- Program & Prize Operations:
- Jack Hazard Fellowship: Manage applications, compliance, and multi-channel communications with applicants, recipients, and schools. Coordinate payments, host Zoom convenings, track alumni, and lead annual program debriefs.
- Joyce Carol Oates Prize: Manage logistics for the finalists and recipient including notifications, promotional materials, residency lodging/logistics with partner institutions, and winner transportation and the regional "Roadshow" itinerary.
- Simpsonistas Anthology: Manage the student submission pipeline. Act as the primary liaison for graduate student fellows and submitters. Coordinate production workflows and manage the distribution of physical copies.
- Joyce Carol Oates Prize: Manage logistics for the finalists and recipient including notifications, promotional materials, residency lodging/logistics with partner institutions, and winner transportation and the regional "Roadshow" itinerary.
- Jack Hazard Fellowship: Manage applications, compliance, and multi-channel communications with applicants, recipients, and schools. Coordinate payments, host Zoom convenings, track alumni, and lead annual program debriefs.
- Event Production & Logistics:
- Guest Management: Create, track, and maintain accurate guest and invitation lists.
- Ticketing & Revenue: Process event ticketing, track payments, resolve user issues, and reconcile event revenue with the ED and finance team.
- Fundraising Integration: Implement active fundraising components during events, such as live pledge drives and donor tracking.
- Project Management: Maintain and drive the master task list through every event planning cycle.
- Ticketing & Revenue: Process event ticketing, track payments, resolve user issues, and reconcile event revenue with the ED and finance team.
- Guest Management: Create, track, and maintain accurate guest and invitation lists.
- Database Administration: Serve as the primary administrator for Salesforce.
- Gift Processing: Process all individual donations, maintain impeccable donor records, and generate giving reports for staff and board review.
- Donor Stewardship: Support donor relations by drafting and executing acknowledgement letters, personal notes, and direct mail campaigns.
- Grants Support: Provide operational support for grants as needed: tracking deadlines, coordinating submissions, and assembling materials and reports in partnership with the Executive Director.
- System Design: Proactively initiate, design, and build digital systems that increase organizational efficiency.
- IT Administration: Serve as the primary administrator for Google Workspace.
- Master Calendar: Manage the central NewLit operations calendar to keep the team aligned and ahead of operational deadlines.
- Platform Support: Partner with the communications lead on Squarespace back-end operations and newsletter recipient list segmentation.
- Data Metrics: Extract, track and analyze organizational data to fuel annual impact reports.
Qualifications & Skills
- Overall Experience: 3–5+ years in operations, program or project management, or development/revenue operations. Nonprofit experience is a plus; we welcome candidates crossing over from industry who bring transferable skills (CRM administration, event production, project management) and a genuine commitment to mission-driven work.
- Deep, administrative-level experience with:
- Salesforce or equivalent CRM (Required)
- Google Workspace (Required)
- Squarespace or equivalent web page management (Highly preferred)
- GiveButter, Stripe, or equivalent payment processor (Preferred)
- Greenvelope (Preferred)
- Deep, administrative-level experience with:
- Systems Thinker: Proven ability to build operational workflows from scratch and improve clunky processes.
- Proactive Operational Manager: Owns, manages, and makes recommendations for systems improvements
- Detail-Oriented: Exceptional organizational skills with a track record of managing moving parts across multiple major projects.
- Collaborative Communicator: Ability to establish clear boundaries, work cross-functionally with creative teams, and handle donor data with high discretion.
How to Apply
By August 5, 2026, please submit your resume and a brief cover letter as one PDF to hr@newliteraryproject.org.