Operations Coordinator - Southwest Key Programs

Job Summary::

 

The Operations Coordinator must be dependable and organized to assist with the coordination of daily activities to run smoothly and ensure that deadlines, plans for events, or anything related get accomplished on time with no issues. The Operations Coordinator is responsible for running tactical, strategic, operational, administrative, and project management support to Southwest Key Programs. The Operations Coordinator will contribute to an administrative capacity by coordinating the successful administration and project management as established and set by the Chief of the Department. The Operations Coordinator is a critical player in the day-to-day operations of Southwest Key Programs, including monitoring and evaluating progress toward goals. Must have elevated professionalism and discretion as the Operations Coordinator would be collaborating with external parties, including the Board of Directors, outside Executives, 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 department functions and activities in order 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.
• Answer and receive incoming calls and correspondence, including fax and email, direct calls to appropriate parties or take messages in a prompt and friendly manner.
• Process, maintain and review all department personnel records including training records.
• Oversee purchase and maintain inventory control of office supplies.
• Prepare invoices, reports, memos, letters, financial statements, and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Maintain accurate and current information for billing, data collection, accounts, petty cash and budget.
• Determine and define project scope and objectives.
• Predict resources needed to reach objectives and manage resources in an effective and efficient manner
• Provide project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.
• Monitor progress and make adjustments as needed.
• Measure project performance to identify areas for improvement.
• Assisting the Department in coordinating daily operational activities such as interviewing, selection, and hiring; training new and existing employees; planning, assigning, and directing work.
• Helping to organize the budget of the company in collaboration with the Department Leadership.
• Research, develop, and implement systems to aid the Southwest Key administration in assisting departments to become more operationally efficient.
• Provide adequate support by being actively involved in tracking and implementation of operative strategic goals.
• Collaborate with the Management teams to maintain Southwest Key’s global operational standards, innovation, and compliance.
• Maintain an essential level of knowledge of all departments’ functions and activities to respond to internal and external inquiries and requests for information and departmental support.
• Monitor and maintain compliance with the organization, licensing, and funding sources.
• Performing administrative tasks, such as making travel arrangements, answering phones, scheduling multiple meetings, coordinating agendas, taking notes, etc.
• Facilitating cross-channel feedback from customers and employees to management and executive teams.
• Observing, reviewing, and analyzing processes to identify inefficiencies and areas where improvements could be made.
• Identifying and resolving any problems in employee performance and corrective action plans; employee motivation and rewards.
• Create daily meeting briefs, relevant documents, and key players for all scheduled meetings.

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 Operations Lead.
• 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 professional setting.
• Experience organizing and managing a diverse range of assignments and projects with high efficiency yet thorough diligence and follow through.
• Proficient in Microsoft Office and other software.
• Familiar with unaccompanied minors program operations.
• Strong research and analytical skills.

Preferred

• Bilingual (English/Spanish)
• Non- Profit Experience
• Available to travel by 10%
• 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 to facilitate program services.
• Must be at least 21 years of age at the time of hire.

Physical Demands::

Must be able to read, write, and communicate verbally and in writing to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of 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 is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with mu unscheduled interruptions. Frequent computer uses at workstation for extended periods of time. Public contact position requiring appropriate business apparel.