Operations Coordinator - Southwest Key Programs

Job Summary::

 

 

The Operations Coordinator for Georgia Youth Tracking Services (YTS) will provide administrative support, training, and technical support to ensure contractual compliance and program efficiencies. Must have elevated professionalism and discretion, as the Operations Coordinator may be collaborating with YTS program staff, external parties, including the Youth & Family Services (YFS) Leadership, SWK departments, Board of Directors, funding sources, clients, and vendors.

Essential Functions::

• Provide a wide range of administrative support, organizational assistance, and project management to the department in the fast-paced, urgent, high accountability environment of Southwest Key Programs.
• Maintain a high level of knowledge of the YTS functions and activities to respond to internal and external inquiries and requests for information and program support.
• Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips.
• Assist in processing, maintaining, and reviewing all department personnel records including training records.
• Oversee purchases and maintain inventory control of program supplies.
• Assist in the preparation of invoices, reports, memos, letters, financial statements, and other documents in an accurate and timely manner, using Microsoft Office, required databases, etc.
• Assist in the collection and maintenance of accurate and current information for billing, data collection, accounts, petty cash, and budgets.
• Predict resources needed to reach objectives and manage resources in an effective and efficient manner
• Assist the RED in providing project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.
• Assist in the monitoring of the program's progress and recommend adjustments as needed.
• Assist in measuring programs performance to identify areas for improvement.
• Assisting the RED in coordinating daily operational activities such as interviewing, training new and existing employees; planning, assigning, and directing work.
• Provide adequate support by being actively involved in tracking and implementation of operative strategic goals.
• Collaborate with SWK departments to maintain Southwest Key’s global operational standards, innovation, and compliance.
• Assist in monitoring and maintaining compliance with the organization, licensing, and funding sources.
• Assist in facilitating cross-channel feedback from program participants and employees to management and executive teams.
• Observing, reviewing, and analyzing processes to identify inefficiencies and areas where improvements could be made.
• Assist in the development and implementation of a recurring audit (desktop and in person) schedule to ensure contract compliance. 
• Assist in the development and implementation of training across all YFS Georgia Programs.
• Assist in the development of YTS policies & procedures, standard operating procedures, model manuals, etc. in accordance with COA and SWK standards.

Other Functions::

• Develop and maintain productive relations with local, state, and federal contacts and organization standards.
• May be responsible for generating other reports as assigned.
• Participate in and comply with all meetings, assignments, process improvement, and quality improvement initiatives as assigned by the Regional Executive Director.
• Must be available to travel to other cities, states, SWK sites, and community sites as needed to support necessary program operations and as needed for required training and implementation of new initiatives.
• Able to react to change productively and oversee other essential tasks as assigned.

Qualifications and Requirements::

• A bachelor’s degree with three (3) years of work experience in a related field.
• Experience organizing and managing a diverse range of assignments and projects with high efficiency yet thorough diligence and follow through.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, OneDrive, Sharepoint).
• Strong written and verbal skills.
• Strong research and analytical skills.
• Available to travel up to 40%.
• Must possess a valid state driver’s license and be eligible to drive to facilitate program services as required by contractual agreement.
• Required to work a flexible schedule as needed.

Physical Demands::

Must be able to read, write, and communicate verbally and in writing to express and exchange ideas. While performing this job's duties, the employee must access all components of the workstation and other office equipment. Frequent typing, writing, bending, and twisting. Must be able to lift to ten pounds. Must be able to drive either personal or company vehicle.  

Work Environment::

General office environment with moderate noise. This position can involve sitting for a long time but may also involve walking or standing. Frequent computer uses at workstation for extended periods of time. Public contact position requiring appropriate business apparel. Recurring travel to all GA YTS office locations is required.