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Center for Nonprofit Management

Operations Coordinator

Center for Nonprofit Management

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Job Summary

The Need

The department of Business Administration is made up of the internal departments that keep CNM functioning on a day-to-day basis (Office Management, Human Resources, Finance, and Information Technology). While CNM is an outward facing member service organization, that strives to meet the needs of the community that cannot be done without the function of the Business Administration Department. This role ensures that CNM has the proper operational controls, that administrative needs are met to produce quality service for the membership and customers to maximize the investment of the donors and stakeholders.

CNM strives to be an equitable, accessible, and transparent organization providing detailed reporting and tracking on overall impact of program participation.

The Position

The Operations Coordinator is the first point of contact for Center for Nonprofit Management, in both the physical and virtual space. CNM requires a coordinated effort in welcoming the public to the facility, both in person and through phone and electronic communications. In addition, the Business Operations Coordinator will be assisting with projects to support internal staff and external requests, such as room reservations. The Operations Coordinator will handle incoming phone calls and inquiries to CNM and direct the requests to the appropriate party. This position will report to the Executive Business Administrator of the Center for Nonprofit Management. At a high level this position is dedicated to meeting the initial needs/requests of the public while also supporting the internal operations (building management, vendor relations, logistics, and first point of contact for the agencies).

This is a non-exempt position and hourly wage will be $18.50/hour.

*While the organization is working remote it is the responsibility of the Operations Coordinator to follow through on all office related expectations (mail, deliveries, checks, onsite vendors, overall functioning, and upkeep of the office). It is required that they go on site to the office at a minimum of once per week.

Job Responsibilities

Responsibilities
The daily work of the Operations Coordinator is to:

  • Maintain the schedules for the conference and training rooms for the whole building
  • Provides frontline member customer service support as needed
    • Provide database maintenance and Inquiries
    • Main point of contact for job postings
    • Respond and triage requests from members by phone, email, or in person
    • Coordinate all room rentals including scheduling, set up, and clean up
  • Office Administration
    • Ensuring positive relationships and contracts with vendors
    • Overseeing logistics for mailings, projects, building maintenance & office space liaison
    • Overseeing maintenance of office equipment to ensure that all equipment is running and up to date
    • Process and submit vendor invoices to accounting
    • Oversee room rental contracts
  • Assist with Board management and governance
    • Update tracking and roster documents
    • Prepare for Board meetings and see meeting follow up tasks through
    • Prepare communications to Board members
  • Technology
    • Oversee and track Administration/Front Office budget including office hardware, supply orders, and building management
    • Track contracts and relationships with technology vendors
    • Troubleshooting technology issues within CNM and for CNM members
  • Welcome visitors to the building by greeting them and answering or referring inquiries
    • Answer CNM-related questions as able
  • Collect and distribute parcels and other mail for CNM
    • Complete receivables process for CNM checks and log report to Team channel
    • Notify recipients via email if office is working from home
  • Lead “Office Sunshine” initiative for employee celebration/care
  • Assist staff with preparation for meeting rooms, and break down rooms after meetings and workshops
    • Make coffee, restock soda, fill water pitchers
    • Set up any necessary AV
    • Arrange tables and chairs for events as needed, help clean up when finished
  • Serve as the coordinator of the centralized phone system and shared building services
    • Maintain employee and department directories.
      • Update employee phone extensions as needed
      • Assist with assigning weekly kitchen duties
    • Respond to general email inquiries and support users with their CNM account
    • Assist with special projects as requested by the CEO and the Executive Operations Administrator
    • Participate in CNM all-staff meetings and answer questions about room set-up and schedule
    • Maintain high level of professionalism, confidentiality, and discretion in all aspects of the job
    • Assist the Executive Operations Administrator with any other Office Management, Board Governance, HR, IT and Finance related needs.

Qualifications

Education and Experience

The most competitive candidates will possess:

  • Bachelor’s degree required in a related field or equivalent years’ of experience
  • Minimum 1-2 years of experience working in nonprofit organizations
  • Preferred experience in customer service industry
  • Preferred nonprofit experience
  • Professional refences that can account for related work experience

The most competitive candidates will demonstrate:

Knowledge

  • Knowledge of the nonprofit sector, preferably experience with Nashville nonprofits
  • Knowledge of the concepts, practices and procedures of within business operations field
  • Knowledge of how to perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge
  • Know how to assist with the management/administrative aspects and may have operational control of a range of projects and activities

Skills

  • Excellent time management skills
  • Strong communication skills including public speaking, writing, and presentation skills
  • Excellent interpersonal skills including ability to interact with CNM nonprofit members, facilitators, and consultants as well as work with organizational leadership and co-workers
  • Proficient in software including Microsoft Suite tools
  • Very Organized and detail oriented
  • Solution focused and action oriented

Abilities

  • Ability to navigate comfortably among different sectors and professional environments, as well as engage with various levels of leadership, from resident activists to corporate CEOs
  • Ability to handle matters of a confidential nature
  • Ability to take the initiative
  • Ability to work on assignments related to project development and business operation initiatives, internal operating procedures, business processes and policies

Competencies

  • Demonstrates professional self-awareness
  • Demonstrates comfort working independently and with a team – sharing information and meeting deadlines
  • Maintain effective interpersonal relationships with peers, vendors, and others in a diverse environment
  • Team effectiveness by supporting team decisions and follow through with team responsibilities
  • Effectively communicate by interpreting information, ideas and instructions and communicating clearly and accurately both verbally and in writing including materials intended for distribution

Additional Information

Benefits

CNM offers a competitive benefits package that includes health, dental, vision, disability insurance and retirement planning options.

How to Apply

To apply, please submit a cover letter and resume to cnmnashvillecareers@gmail.com by Friday, April 30, 2021.

Details

  • Date Posted: March 31, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Other
  • Salary Range: $18.50/hour
  • Working Hours: 8:00AM – 4:30PM, Mon-Fri