Operations Coordinator

Operations and General Administrative Support - 35%

• Provide administrative support to the Senior Manager-Building Services, ensuring a high degree of accuracy, thoroughness, and confidentiality. Schedule and calendar meetings, conference calls, appointments, and other activities. Duties include faxing, copying, scanning, collating, and performing other administrative duties as requested.
• Support meetings and events led by the Senior Manager-Building Services, including scheduling, meeting/event logistics, advance and follow-up correspondence and materials for meetings, and meeting notes/distribution on a timely basis. Meetings include but are not limited to Green Team, Building Committee, and Safety/Emergency Team.
• Compose, type, and proofread correspondence, including email communication, as requested
• Complete purchase requisitions, process invoices, and complete expense reports. Balance monthly benefit-related invoices with a high degree of accuracy.
• Maintain United Way information in-box, forwarding electronic faxes daily to the appropriate staff person (emails are forwarded by Marketing).
• Provide coordination for internal and external meeting logistics on behalf of the broader organization (back-up assistance, as needed), prioritizing coordination for those areas without administrative or project management support. This includes contacting attendees to determine best meeting dates, reserving the room and any technology needed, sending meeting confirmations on a timely basis, ordering catering, and canceling/rescheduling as requested. Note: Room set-up and breakdown and catering set-up/clean-up will be the responsibility of the individual departments.

Resource Development Administrative Support - 30%

• Perform specific tasks in support of the Chief Development Officer and Vice President-Major Gifts as follows:
• Scheduling internal and external meetings, confirming external meetings 1-2 days prior to scheduled date
• Basic presentation/proposal formatting through PowerPoint, MS Word, Excel
• Organizing and matching donor fundraising appeals and acknowledgment letters with accompanying envelopes
• Ordering catering for donor and Board stewardship events (6x per year)
• Scheduling donor engagement opportunities among internal staff members
• Assisting with attendee tracking for donor events and engagement opportunities within the community
• Coding the Chief Development Officer’s credit card receipts monthly
• Participate in monthly RD Department Team meetings (approximately 90 minutes).
• Participate in semi-monthly check-in meetings (30 minutes each) with the Chief Development Officer.

Reception - 15% ongoing

• Answer attendant console calls and directs callers to the appropriate departments and/or community resources, e.g., 211info.
• Coordinate and schedule relief coverage for reception desk, ensuring that a three-month coverage schedule is in place at all times. 
• Train new reception pool staff on front desk call processes and procedures. Take the initiative in working with the Senior Manager-Building Services and the Chief Financial Officer to plan and provide an annual refresher training for the team
• Maintain reception and guest seating area in an orderly manner
• Open morning mail and sort it in priority grouping, contacting appropriate departments for pick-up and placing in interoffice mail slots
• Complete daily check log by entering check received in morning mail into a registry log, then forward check to accounting.
• Coordinate sign-out process for meeting and storage room keys
• Maintain parking stamp validation process, archiving staff parking log sheets, and balancing invoices. Ensure that those receiving parking validation sign the log and meet the organization’s criteria for parking validation.
• Coordinate visitor check-in/check-out process

Conference Room and Outlook Calendar Coordination - 5%

• Maintain meeting room calendars in Outlook
• Coordinate conference room usage by outside groups, including schedules, agreements, invoices, and tracking. Includes notifying Senior Manager-Building Services when weekend or late meetings are scheduled. Coordinate application process for outside meeting room use.

Copier/Mail Room - 5%

• Apply postage to daily outgoing mail, included shipping occasional parcel with most cost-effective means of shipping. Coordinate back-up processes when out of the office
• Coordinate USPS mail delivery and pick up with courier. Includes communicating and working with others as the central location for courier pick up/receiving for organization
• Complete mailing process for USPS bulk standard mailings, including stuffing envelopes, sorting into zip code sequence, completing piece count, packaging or tray pieces. Enters mailing information into USPS Business portal to electronically submit mailing form and arranges with courier to deliver bulk mailing.
• Ensure reception relief pool is trained to perform copier/mail duties.

Lunch Room/Kitchen - 5%

• Maintain lunchroom and kitchen, including coffee service, ordering supplies, and restocking 
• Start dishwasher daily; load and unload dishwasher. Coordinate with others when backup reception relief is provided to ensure that this occurs.
• Coordinate with others to ensure dishwasher is loaded, started, and unloaded during peak usage times, e.g., meetings, potlucks, catering
• Keep general lunch room/kitchen area orderly and neat

Ad Hoc Administrative Duties - 5%

• Maintain inter office mail slots by adding and removing names, and making changes in a timely manner.
• Update “UW Front Desk Breaks and Lunch Coverage” and “Building Guideline and Office Procedures” each time a process changes
• Maintain UW network drives protocols, file naming and archive process for All-Staff, Finance, and Building Services network drives
• Maintain updated Operations Coordinator Core Responsibility documents, including backup processes
• Provide courteous and sensitive customer service to both internal and external customers
• Maintain a positive people approach; seek out work to be done; serve more than one customer at a time in an efficient and positive manner; work under pressure, deadlines, and time constraints; and work independently and as part of a team
• Attend organizational, departmental, and committee meetings as directed
• Participate as a collaborative member of the organization’s administration team, providing assistance where needed to ensure that the administrative needs of the entire organization are met
• Perform other duties as assigned by the Senior Manager-Building Services