Operations Coordinator

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Job Summary

Provides operations support through day-to-day office administrative support and acts as the point of contact for our technology vendors to assist with equipment inventories, implementation of new equipment, and troubleshooting general IT challenges.

Job Responsibilities

Operations Support

• Assist the Executive leadership team with project management and implementation support
•  Provides daily operational administrative support such as composing and preparing correspondence or reports that are sometimes confidential
• Coordinates shipping to and from the office
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Manage relationships and price negotiations with all landlords, vendors, and service contracts, communicate all changes with the Finance Team
• Responds to requests for materials on behalf of management
• Use various software, including word processing, spreadsheets, data software, and presentation software to prepare reports and/or special projects
• Open Mail make Weekly deposits and submit documentation to accounting according to procedure
• Assists with the maintenance of data in various internal databases 
• Ensures operation of equipment through coordination with IT contractor; maintains equipment inventories; evaluates and implements new equipment, systems, and techniques. 
• Be able to troubleshoot general IT challenges on behalf of employees, including issues with phones, printers, scanners, Teams, Shares, or Zoom.
• Serves as a liaison with staff IT providers and consultants as needed
• Maintain sensitive item lists for employees 
• Works closely with the human resources team for organizational support and logistics
• Facilitates communication with agency staff concerning technology updates, changes, or outages Board of Directors Support
• Communicates directly, and on behalf of the CEO, as appropriate with Board members and donors. 
• Serves as the CEO’s administrative liaison to NTN’s Board of Directors (BOD)
• Maintains discretion and confidentiality in relationships with all board members
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings
• Assists BOD Committee Chairs with meeting arrangements, minutes, etc.
• Maintenance of all Board documents, including contact information and board manuals. 

Other Duties

• Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures. 
• Participate in major fundraising and development events benefitting NTN, community awareness events that promote the agency and programs, and program activities of the organization no matter the individual role
• Represents the agency at community, civic, or other public functions
• Attend quarterly site visits in appropriate regions as necessary
• Follow organizational policies
• Participate in agency ad-hoc committees as appropriate and needed
• Other duties as assigned

Qualifications

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Expert-level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• A good balance between a resourceful team player and the ability to be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Forward-looking thinker, who actively seeks opportunities and proposes solutions

EDUCATION and/or EXPERIENCE 

• Minimum of 3-5 years progressive experience in Operational support or a combination of education and experience to fit the job duties
• Preferred strong work experience supporting C-Level Executives
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe, and social media platforms
• Preferred experience with Project Management
• Preferred basic knowledge of Salesforce

TRAVEL 

Occasional out-of-town and overnight travel may be expected. Regular travel within the local community is required.

PHYSICAL DEMANDS & WORK ENVIRONMENT 

The physical demands and work environment described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and/or hear. The employee is occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to keyboard and do data entry at a computer. The employee is frequently required to drive, walk, and climb stairs in the office and in a variety of community-based and home settings. The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include vision and the ability to adjust focus. The employee must have access to reliable transportation. The work environment includes indoor office environments comparable spaces, and community spaces. The noise level varies by site and meeting.

Additional Information

Benefits

How to Apply

Apply online at https://secure2.entertimeonline.com/ta/PCAT.careers?CareersSearch 

Details

• Date Posted: April 6, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Other
• Start Date: 04/22/2024
• Salary Range: $45,000-$55,000
• Working Hours: 40 hrs/week