Business Operations Coordinator

Job Description:

Joining The American Red Cross is like nothing else - it's as much something you feel as something you do. You become a vital part of the world's largest humanitarian network. Joining a team of welcoming individuals who are exceptional, yet unassuming. Diverse, yet uncompromising in unity. You grow your career within a movement that matters, where success is measured in people helped, communities made whole, and individuals equipped to never stop changing lives and situations for the better.

When you choose to be a force for good, you'll have mentors who empower your growth along a purposeful career path. You align your life's work with an ongoing mission that’s bigger than all of us. As you care for others, you're cared for with competitive compensation and benefits. You join a community that respects who you are away from work as much as what you do while at work.

Reporting to the Chief Operating Officer or the Chief Administrative Officer, the Business Operations Coordinator provides transactional support for the finance, operational and administrative functions of the Region, including budget monitoring, daily finance transactions, local vendor relationships, facilities management, fleet management, HR, IT, and records/reports. The coordinator is the lead system user/trainer for software business applications and provides operations backup support for the Region in the absence of the COO/CAO.

This role is not eligible for relocation assistance.

• 1. Financial Administrative Support:
  Provides administrative budget support including expense coding; financial report dissemination, initiating, monitoring and approving regional procurement transactions, collaborates with department leaders to ensure that programs are executed within budget. Ensures location processes are established and functioning for all cash and card transactions. Supports department directors with analytics for monthly forecasting of expenses.
• 2. Lead System User/Trainer for Business Applications and IT Services:
  Utilizes appropriate systems and trains staff in their use. Troubleshoots phone and computer issues for Region. Reviews and assists with tech services requests.
• 3. Facilities/Asset Management Support:
  Ensures repairs are completed within budget and appropriate system is used to pay vendors. Develops and maintains relationships with vendors supporting each physical location. Obtains proposals for potential new vendors. Provides information/data needed for developing Business Plans for real estate transactions. Is liaison with other sectors for shared facilities/assets. Updates risk management system with current values/status as appropriate.
• 4. Fleet Management Support:
  Maintains fleet inventory records. Ensures appropriate and timely maintenance. Files and maintains insurance claims and follows up with estimates/repairs. Is liaison with Fleet Management in other sectors.
• 5. Events:
  Participates in planning events meetings. Maintains insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol.
• 6. Reports/Data Information:
  Provides guidance and data for grant reporting. Prepares various internal reports. Responds to internal/external requests for information and/or documentation. Acts as Region point of contact for FOCIS information.
• 7. Operations SOPs:
  Develops, maintains and distributes a regional SOP Manual. Provides training to ensure consistent processes/procedures related to operations functions throughout the Region.
• 8. Volunteer Coordination:
  May coordinate and train volunteers to assist with less complex daily transactional work such as data input, clerical support, etc.

Full knowledge of job. Substantial acquaintance with and understanding of general aspects of the job. Contact within department and occasionally outside of organization.

Education: High School or equivalent required. Associate's degree in accounting, Business or Public Administration preferred.

Experience: Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business or equivalent combination of education and related experience required.

Management

Experience:

NA

Skills & Abilities: Ability to work on a team. Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations. Excellent organizational skills and ability to work with attention to detail. Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.

Travel: Travel is required throughout the Region with some travel outside of Region.

Regularly required to use hands to finger, handle or feel, reach with hands and arms and…