The Operations Coordinator will be responsible for a broad variety of operations activities in support of the Vermont chapter’s strategic goals. Key responsibilities include all aspects of office management, participation in planning and execution of events and meetings, and assistance in finance and human resources functions.
ESSENTIAL FUNCTIONS
The Operations Program Coordinator will be responsible for performing multiple administrative functions for the Vermont chapter. Responsibilities include facility management, telecommunications, scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, mailroom operations, and reception. They may assist with the recruitment and training of program volunteers, and may coordinate the activities of volunteers. In addition, the Coordinator performs certain Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets.
They will use available systems and resources to maintain, track, and research data, and to produce and review reports. They will apply established processes and practices in order to improve effectiveness and to document program procedures for reference by staff. They will coordinate activities with multiple variables, set realistic deadlines and manage the timeline.
The Coordinator handles inquiries about business unit activities and may assist in the development of program materials and correspondence. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. The Coordinator may communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program.
RESPONSIBILITIES & SCOPE
• Perform duties under general supervision and established guidelines;
• Make day-to-day decisions within the scope of work assignments and prioritize work independently;
• Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
• Demonstrate sensitivity in handling confidential information;
• Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
• Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking;
• Serve as a team member for assigned projects;
• Be willing to travel, work overtime, and work evenings and weekends as needed; and
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
MINIMUM QUALIFICATIONS
• Bachelor’s degree and 1 year experience or equivalent combination;
• Experience organizing time and managing diverse activities to meet deadlines;
• Experience performing one or more administrative processes; and
• Experience working and communicating with a wide range of people; and
• Experience in business writing, editing, and proofreading.
DESIRED QUALIFICATIONS
• Multi-lingual skills and multi-cultural or cross cultural experiences are appreciated;
• Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
• Ability to apply research 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;
• Excellent customer service skills and focus;
• Experience, coursework, or other training in relevant field; and/or
• Strong organizational skills and attention to detail.