Bwch Operations Coordinator

BWCH OPERATIONS COORDINATOR

Job Location:

150 N 18th Ave, Phoenix, AZ 85007.

Posting Details:
Salary: $57,200. Grade: 21.

Under general supervision of the Bureau Chief, this position performs a broad range of operational and administrative functions that support multiple teams within the Bureau of Women’s and Children’s Health (BWCH). The Bureau Operations Coordinator ensures efficient execution of procurement, administrative, and operational processes across the bureau. Key responsibilities include maintaining standard work, policies, and procedures; coordinating vendor contracts; managing records;

handling mail; assisting with CAS/DRS/PRS entry; developing tracking tools; and overseeing inventory and supplies. This role partners with managers and programs to process procurement and IT requests, resolve operational issues, and ensure compliance with agency policies. The position leads core operational activities, including records retention, inventory and asset management, facilities coordination, state vehicle maintenance, travel requisitions, vendor support, auditing requests, and web updates.

It also serves as the bureau facilities coordinator, leads inventory management, and acts as a backup for the sensory screening loan equipment program. Additional responsibilities include developing and maintaining systems to track contract deliverables and expirations, managing requisitions in the Arizona Procurement Portal (APP), and reconciling contract financial data. The role also supports staff training on operational processes to promote consistency and efficiency.

This position requires strong organizational and communication skills, attention to detail, and the ability to work collaboratively across teams.

• Coordinate bureau operations, ensuring efficiency and consistency across teams. Maintain standard work, policies, and procedures. Handle mail distribution, assist with sensory screening loan equipment program, and complete bureau web and communication updates and timely. Develop and maintain tracking tools and operational documentation. Update bureau related materials i.e. org charts and coordinate dissemination of bureau updates. Prepare and deliver operations updates for internal meetings.
• Lead inventory management and asset tracking, including asset tagging. Serve as bureau facilities coordinator, addressing equipment and facility needs including moves, storage, office keys, large trash can requests, cell phone requests, etc. Oversee office supplies, ordering, and equipment inventory. Coordinate state vehicle use and ongoing maintenance. Partner with managers and programs to support procurement and IT service requests. Coordinate travel requisition process for bureau staff.
  
  Resolve issues in collaboration with internal teams.
• Ensure compliance with agency policies, procedures, and audit requirements. Manage bureau records retention processes. Support fiscal functions related to auditing requests, vendor lookup, and timely CAS/DRS/PRS entry. Resolve operational, procurement, and contracting issues in collaboration with internal teams.
• Train, instruct, guide and counsel program staff in policy and procedures related to all bureau operation processes. Develop staff training on operational processes and assist with maintaining and tracking of training materials. Participate in ongoing professional development, learning agency related software and systems.
• Set-up for in‑person bureau meetings and trainings including equipment and printing of materials. Participate in a variety of meetings as a member of various agency and bureau teams.
• Other duties as assigned as related to the position.

• Government or public sector administrative operations, including procurement procedures, records retention, inventory management, and compliance with agency policies and standard work.
• Considerable detailed knowledge of the program funding structure, statutes and mandates regarding program functions, mission, strategic plan, fund source requirements, statutory limitations, and policies and operations of the service unit.
• Federal, state and department…