Operations and Event Administrator

Department:
Administration

General

Summary:

The Operations and Events Administrator is responsible for coordinating and managing the day-to-day operations of the Federation's physical facilities and operational systems, as well as leading the Federation's event management process and providing specific administrative support to the organization’s four program pillars. This role also oversees facilities/systems staff and manages relationships with facilities/systems vendors.

You are like a symphony conductor: you manage systems and resources regardless of the scope of the project or unexpected complications. You seek to fully understand requirements and when issues or ambiguities arise, you are an analytical problem-solver. Thoughtful, systems-oriented, and detail-focused, you are committed to using your skills to maintain and build on the community-based, mission-driven workplace at Jewish Federation of Greater Des Moines.

• Commitment:
  You support Jewish Federation of Greater Des Moines' mission to enrich Jewish living through connection, education, and compassion.
• Curiosity:
  You have a habit of asking “why” and “how”, which supports your analytical skills and problem-solving ability.
• Organization:
  You know what needs to be done and when, and you have a proven methodology in place to ensure you make that happen.
• Communication:
  When you write or speak, your colleagues have clarity about what information is being provided or requested.
• Detail:
  You have a habit of reviewing deliverables and looking for gaps.
• Flexibility:
  You can adapt to the needs of the organization and its employees.
• Judgment:
  You model sound decision making and leadership by performing careful analysis prior to making recommendations. You have well-developed discretion, and ability to maintain confidentiality.
• Growth-mindset:
  You know and embrace that there is always more to learn and do.

Essential Duties & Responsibilities:

The Operations and Events Administrator is responsible for performing the following primary and essential functions:

• Coordinate and oversee the maintenance of Caspe Terrace.
• First point of contact for and initial handling of Federation facilities emergencies or maintenance issues, including coordinating maintenance needs and directing maintenance or repair activities, responding to inventory issues, and exercising discretion to troubleshoot unforeseen equipment and facilities issues that arise.
• Supervise facilities staff and outside contractors. (i.e., oversee custodians, groundskeepers, maintenance, technicians, installations by vendors, etc.).
• Manage Security system/cameras/panic buttons.
• Partner with decision-makers to recommend and support safety, security, and accessibility policies and measures.
• Serve as contact point for staff on general IT infrastructure (management of servers and physical routers, etc.).
• Manage rentals of facility space; work with outside organizations and/or individuals requesting rental of space at Caspe Terrace; give tours, act as liaison between Federation and prospective renters, negotiate and execute rental agreements.
• Design and implement relevant office operations and/or systems policies and procedures.
• Monitor, coordinate, and oversee inventory management and procurement.

• Lead and manage special projects and mailings; establish related goals and deadlines.
• Work closely with staff to lead planning and coordination of events; consult with stakeholders to determine objectives and requirements for events and programming, coordinate necessary services and oversee travel arrangements, and negotiate contracts with services providers and suppliers as necessary.
• Oversee maintenance of records…