Operations Coordinator, Greater Ohio Workforce Board, Inc. (GOWBI

Operations Coordinator

This position serves as the primary confidential administrative and operational support to the Executive Director and GOWBI Administrative Office. The Operations Coordinator serves as the primary link for all duties assigned to other members of the GOWBI Administrative and Fiscal Offices; builds relationships with all constituent groups to ensure efficient flow of information, technical assistance, and constituent concerns; relieves the Executive Director of administrative-type functions to maximize time available for executive level responsibilities and strategic planning.

This role requires sound judgment and experience to plan and accomplish goals, meet timelines, and ensure smooth, compliant daily operations across GOWBI while providing support to staff. This individual exercises discretion in organizing the Executive Director's routine administrative matters.

• Manages the operations of the GOWBI Administrative Office to ensure maximum productivity, effectiveness, and efficiency. Prepares all office correspondence and documents, including board reports, monthly financial reports, invitations to bid, contract compliance documents, and other materials; works with confidential information; maintains the Executive Director's and administrative staff calendars and schedules appointments; purchases office supplies; reconciles the purchasing card issued to the Executive Director;
  
  prioritizes, tracks, and follows up on issues requiring resolution, action items, and deadlines; and assists with various audits.
• Provides high-level administrative support to the Executive Director and staff reporting to the Executive Director, including approving timesheets on their behalf, as needed. Coordinates travel arrangements, including registrations, airfare, and hotel accommodations, and prepares and processes travel reimbursements.
• Maintains social media for the GOWBI Administrative Office, including daily posting of relevant articles, board materials and policies, reformatting web pages, and daily approval of website access requests.
• Processes payment requests and purchase orders, reconciles purchasing card expenditures and reports, updates vendor addresses in the Clark State Accounts Payable portal, renews organizational memberships and software subscriptions, and reconciles and submits monthly GOWBI purchasing card expense reports with receipts.
• Prepares materials, schedules meeting space, orders meals, organizes media and presentations, and coordinates all logistics associated with GOWBI Board meetings. Responsibilities include taking comprehensive meeting notes, preparing official meeting minutes, coordinating travel arrangements for Board members when needed, gathering receipts and mileage documentation, and assisting with onboarding new Board members.
• Handles all internal and external communications, including communications with GOWBI members. Drafts newsletters for distribution, schedules and administers regular webinars, maintains and updates distribution lists for Board members, county directors, county WIOA administrators, county fiscal officers, key state policymakers, and county commissioners; secures and tracks required document signatures; and creates, analyzes, and reports survey results using Survey Monkey.
• Provides clerical and technical support to the GOWBI Fiscal Office on an as-needed basis.
• Works independently with staff and the public to provide information and respond to inquiries regarding GOWBI operations and procedures.
• Works with vendors and contractors to establish services, reconcile invoices, and process payments, including services related to program monitoring and telecommunications.
• Develops and implements Requests for Proposals (RFPs) and Requests for Qualifications (RFQs) for services; develops and monitors contracts; and ensures all required WIOA and State Policy documents are completed, including Memorandums of Understanding, Sub-Grant Agreements, and Board Re-Certification.
• Prepares regular performance reports, dashboards, snapshots, and data summaries for Board meetings, the Executive Director, and external stakeholders. Reviews quarterly performance…