Operations Specialist

Operations Specialist –
Neighborhood House

Position Summary

The Operations Specialist manages Neighborhood’s daily processes and systems to ensure the organization runs efficiently. Through their administrative role, they provide support to the executive team members and keep projects on track. The successful candidate must enjoy using a wide range of skills to ensure key goals are met while "leading from the back", knowing their behind-the-scenes contributions help create sustainable change for individuals and families experiencing poverty.

Position

Details

Supervisor: Director of Operations
Direct Reports: None
Classification: Part-Time

Major Areas of Responsibility

• Executive Team support
• Existing CRM and spreadsheet tracking data
• Event planning and management
• Inventory maintenance and ordering

Program Support Responsibilities

• Coordinate with Career Coaches to record and update all program activity daily, including but not limited to program participants’ attendance, stipend reporting, project completion, and program status.
• Maintain accurate inventory of program supplies for classroom use, Community Meal supplies, game supplies, program participant gifts, etc.
• Plan and prepare for program events: order food, secure venues, correspond with invitees and create reminders (Retreat, Graduation, Mock Interview Day, etc).
• Print and organize recruiting flyers, Leader Notebooks, Ally Notebooks, and other program collateral.
• Maintain clean and accurate information for all organization contacts in CRM; create and manage Lists, Forms, and Workflows as necessary.
• Generate calendars, forms, spreadsheets, and documentation for each new class.
• Assist with recruitment and admissions intake, paperwork, and Orientations.
• Assist with course and funding enrollment for each class.

Data Management Responsibilities

• Create and improve processes for managing information through existing Google Apps or new software.
• Maintain a centralized database of priority vendors, employer partners, community partners, and community resources.

Executive Team Support Responsibilities

• Coordinate tasks of personnel inside and outside of the organization, aligning schedules for meetings, deliveries, and events.
• Provide "first-line" communication for the organization, taking incoming calls and emails, and directing them to the appropriate staff member.
• Coordinate volunteers to ensure organizational needs are met.
• Maintain organization calendar, oversight of essential processes (e.g., scheduling facility cleaning & maintenance).
• Contact donors and community partners on Neighborhood’s behalf through phone, email, and Mailchimp.

Community Meal Responsibilities (Wednesday Evenings)

• Help with set up, program details, and clean up.

Qualifications & Essential Skills

• A current understanding of the complexity of poverty and a familiarity with structural causes and issues created by financial poverty.
• Adept at using a variety of computer and mobile computing technology like Wi‑Fi, laptops, smartphones, etc.
• Substantial experience working with Microsoft Office products and Google Suite Apps. Comfort and confidence using spreadsheets.
• Excellent writing, editing, analytical, and oral communication skills. Ability to collect, review, synthesize, disseminate and present information and findings to key staff.
• Strong organizational skills, attention to detail, high standards, initiative, and follow‑through.
• Proven ability to understand others’ needs & motivations, and provide clear solutions.
• Team player who is willing to help other staff team members when needed.
• Possess excellent critical thinking and decision‑making skills, which includes regular communication with supervisor to ensure tasks and project goals are in alignment with scopes of work and overall strategic outcomes.

Hours, Compensation, and Benefits

This is a salary position, and working hours are up to the discretion of the employee and their direct supervisor. Working hours are flexible, but ideally Monday – Thursday between the hours of 8 am–2 pm, 20 hours/week.

Salary: $32,500

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