The Operations Program Coordinator will be responsible for the efficient coordination of central administrative processes in support of an Operating Unit (OU) or department. This is a part-time position with an expected 18 hour workweek and end date of October 2018.
ESSENTIAL FUNCTIONS
The Operations Program Coordinator will be responsible for providing high level program support including assisting in purchasing and maintaining office supplies, facility/housekeeping management, telecommunications, central filing, scheduling and coordinating logistics for special events and/or meetings, and other general office duties. S/he will also be responsible for finance-specific administrative tasks including assisting in budget preparation, processing forms, preparing reports, and monitoring budgets. S/he will use available systems and resources to maintain, track, and research data, and to produce and review reports. S/he may also lead/coordinate management and/or oversight of Information Systems and Human Resources. S/he will coordinate activities with multiple variables, set realistic deadlines and manage timelines; and handle inquiries about business unit activities. S/he will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. This position includes frequent interaction with internal and external sources, including staff, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program. This position reports to an off-site Director and supervises no staff.
RESPONSIBILITIES AND SCOPE
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Perform administrative and operational duties under general supervision and established guidelines including, but not limited to: coordinating logistics related to on-site meetings (e.g. vendor contracting and management, conference room reservations, technology department support, reserve meeting equipment, etc.), overseeing procurement and maintenance of office supplies and equipment, effectively managing janitorial services, coordinating maintenance, building repairs and security issues with building supervisor/landlord, and updating city tax exempt paperwork;
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Financial responsibility includes budget preparation and assistance with tracking, purchasing, processing invoices, contracting and communicating with vendors;
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Human resources responsibility may include obtaining new hire documents, preparing work stations, coordinating with technology department to purchase equipment for new staff, and maintaining staff lists;
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Make day-to-day decisions within the scope of work assignments and prioritize work independently;
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Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
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Demonstrate sensitivity in handling confidential information;
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Serve as a team member for assigned projects;
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Be willing to work non-standard business hours as needed; and
- Work environment involves infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
MINIMUM QUALIFICATIONS
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Bachelor’s degree and 1 year experience or equivalent combination;
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Experience organizing time and managing diverse activities to meet deadlines;
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Experience effectively managing vendors;
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Experience performing one or more administrative processes; and
- Experience working and communicating with a wide range of people
DESIRED QUALIFICATIONS
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
- Excellent customer service skills and focus;
- Ability to apply research and organizational skills;
- Ability to write and edit written materials for use with program communications and special events;
- Database skills, including managing and tracking data, and producing reports;
- Experience, coursework, or other training in relevant field; and/or
- Multi-lingual skills and multi-cultural or cross cultural experiences are appreciated
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