Reporting to the Manager, Business Systems, the Operations Specialist will fill a critical role within the Science and Exploration Operations team. The position will be responsible for the documentation and communication of department specific procedures in order to encourage effective and accurate use of a suite of key applications which support Science and Exploration business priorities. S/he will work closely with the Manager of Business Systems to ensure adoption of the systems and adherence to business processes. S/he will provide operational support to program staff to ensure they are informed broadly of the work across teams within the division and share a common understanding of Science and Exploration operational procedures. The Operations Specialist will ensure staff are equipped to maintain complete and accurate data related to their work and perform timely and efficient business interactions. The successful candidate will have a talent for communication and facilitation in a group setting that encourages engaging interactions, the ability to capture and synthesize information effectively, a familiarity with system best practices, a positive attitude, patience, and enthusiasm for helping others learn technology solutions. S/he will be detail oriented, meticulous, possess analytical acumen and independent problem-solving ability.
Application Procedures and Best Practices (50%)
- Create functional job aides which support Science and Exploration staff with business specific procedures and best practices for a select suite of applications.
- Present clear information and direction to teams charged with executing workflow within select applications through proper communication channels to include in-person presentations, document stores and remote sessions with off-site staff. Collaborate with subject matter experts as needed.
- Identify, monitor and evaluate critical departmental data sets and system usage.
- Recommend changes to procedures and system functionality based on accumulated feedback and learnings from data analysis. Work with business units to close identified gaps.
- Support the Senior Manager of Business Systems to test, document, and provide feedback on new system functionality before released to staff.
Operational Support (50%)
- Document Science and Exploration policies and standard operating procedures.
- Identify, collect and manage key documents which support the work of the division and ensure accurate and up to date information is available to staff.
- Facilitate project updates across teams, organize division wide meetings that cultivate a culture of collaboration.
- Create onboarding materials and introduce new Science and Exploration staff to the division’s operating model.
- Document requirements for new projects requiring operational support.
- Manage a project tracker for operational initiatives.
- Support the Senior Manager of Business Systems to identify reporting needs and create standardized reports.
Minimum Years and Type of Experience
- 3+ years of experience working closely with enterprise CRM (constituent management) and ERP (payment and requisition) systems. Preference for Salesforce and Workday. Experience interfacing with multiple functional groups within an organization and presenting at a high level in a group setting.
Knowledge and Skills Required
- Strong communication skills - comfortable providing guidance in group and individual settings
- Positive attitude and experience encouraging adoption of operational processes and systems;
- Proficiency in Microsoft Office and Adobe Acrobat;
- Ability to quickly learn new applications and systems (e.g. Workday, Salesforce, Trello) at an advanced level
- Must be a self-guided, creative, highly organized, and motivated individual;
- Comfort with ambiguity and the ability to work through challenges in a changing environment
- Must be capable of exercising flexibility, multitasking and working effectively with others