Office & Operations Manager

Job Title

SOAR Office & Operations Manager

Shaping Our Appalachian Region (SOAR)

EKY Runway Project – Management, Equity and Governance (MEG)

Full-Time, Exempt

Whitesburg, KY. Focused counties include Bell, Floyd, Harlan, Johnson, Knott, Knox, Leslie, Letcher, Magoffin, Martin, Perry, and Pike counties.

Chief Program Officer

Shaping Our Appalachian Region (SOAR) is hiring a full-time Office & Operations Manager for its Eastern Kentucky Runway Project, which connects prime-age employment gap (PAEG) individuals to employment opportunities. This role will be responsible for overseeing satellite office space where project services will be delivered while providing administrative, reporting, and operational support to project leadership. Office space will be in Whitesburg.

Priority will be given to applicants residing within close proximity to this location. This role will be in‑office five days per week.

• Ensure the smooth operation and maintenance of the office space, creating a welcoming and supportive environment for clients.
• Coordinate with project leadership to address facility‑related issues promptly and efficiently.
• Maintain a clean and organized workspace that promotes productivity and professionalism.
• Assist with office logistics, vendor coordination, and facility needs as required.

• Serve as the primary point of contact for clients entering the facility.
• Coordinate client appointments and meetings with staff and external partners, ensuring efficient scheduling and communication.
• Provide a welcoming environment and assist participants in accessing available services and resources.
• Respond professionally to inquiries from clients, partners, and community stakeholders.

• Assist with the implementation of workshops, training sessions, and events designed to enhance clients' employability and skills.
• Support staff with participant engagement, event logistics, outreach activities, and community engagement efforts.
• Assist with participant documentation and follow‑up activities as assigned.
• Coordinate meeting and training logistics, including scheduling, materials preparation, and attendance tracking.

• Manage office administrative tasks, including answering phones, responding to emails, and processing paperwork.
• Maintain client databases and records, ensuring confidentiality and accuracy at all times.
• Assist with procurement of office supplies and equipment as needed.
• Maintain electronic and physical filing systems.
• Prepare routine correspondence, reports, and administrative documents.
• Assist with scheduling, travel arrangements, and meeting coordination for project staff as needed.

• Work collaboratively with program staff, volunteers, and external partners to ensure seamless service delivery and coordination.
• Participate in staff meetings, trainings, and planning sessions to contribute ideas and feedback for program improvement.
• Foster a positive and inclusive work environment that values diversity, equity, and mutual respect.

• Assist project leadership with maintaining documentation required for grant compliance and reporting.
• Support collection, organization, and maintenance of participant and program data.
• Maintain records in accordance with organizational policies, grant requirements, and applicable regulations.
• Track reporting deadlines and assist with compiling documentation needed for internal and external reports.
• Support preparation for monitoring visits, audits, and compliance reviews.
• Assist with data quality assurance and documentation accuracy efforts.
• Help maintain organized grant files and supporting documentation for project activities and outcomes.

• Provide administrative support to project leadership and SOAR staff as assigned.
• Coordinate internal meetings and maintain meeting materials and documentation when needed.
• Assist with document management, record retention, and organizational filing systems.
• Support onboarding and administrative processes for staff,…