OPERATIONS COORDINATOR
JOB DESCRIPTION
POSITION/TITLE: Operations Coordinator
POSITION TYPE: Full Time, Non-exempt
REPORTS TO: Operations Manager
Growing Home is a nonprofit organization based in Westminster, Colorado. We cultivate a thriving, healthy, and equitable North Metro Denver by connecting people to services and programs to drive community action in the areas of food, housing, parenting education, and lifelong stability. We strive to create a welcoming environment for all by cultivating a sense of home with our participants, staff, and community members. As a community-centered organization, we work in partnership with those with lived experience to ensure programs and services are experience-informed and meet the needs of our community. In partnership with the community, we advocate for local and state policies that will create a more thriving, healthy, and equitable Colorado.
CORE VALUES: We grow when we…Belong. Learn together. Partner with the community. Celebrate strengths and prioritize well-being. Recognize our work has impact.
GENERAL PURPOSE:
The Operations Coordinator is a vital member of the Operations Team providing administrative support in executive assistance, operations, human resources, and finance. They will assist the Chief Executive Officer (CEO), Operations Manager, Director of Culture, and Controller. Under the supervision of the Operations Manager, the Operations Coordinator will provide operational support in office management, facility maintenance, vendor support, technology distribution and human resources assistance with orientation and personnel file management. They will also provide executive assistance to the CEO with administrative tasks, scheduling, and correspondence, and they will support the Controller with tracking gift cards and donations, preparing annual tax forms, and performing additional duties as needed.
RESPONSIBILITIES:
Executive Assistance
- Manage the CEO’s calendar and support with scheduling appointments, meetings, and travel arrangements
- Track mileage for the CEO and manage the CEO’s expense reports and reimbursement requests
- Join meetings with the CEO and take notes and meeting minutes as needed
- Provide support for the Board of Directors and Board Meetings with communication, updating the board book, and scheduling
- Handle correspondence on behalf of the CEO, including drafting and editing emails, letters, and other communications with accuracy and attention to detail
- Prepare and organize materials for meetings, including agendas, presentations, reports, and follow-up actions, ensuring the CEO is well-prepared and briefed on all relevant information
- Answer and respond to phone calls, communicate messages and information to the CEO
Operations Assistance
Office Management and Operations Support
- Regularly check on the office supply inventory and provide shopping lists to the Operations Manager
- Restock snacks in the kitchen and restock office supplies
- Receive and distribute packages delivered to the office
- Maintain office and kitchen cleanliness; maintain and clean the conference room
- Support the Operations Manager with office maintenance and renovations, including building and distributing new office furniture, disposing of old office furniture, decorating offices, setting up workspaces
- Manage the cleaning vendor contract and source a new cleaning vendor
- Manage the office key inventory and make key copies as needed
- Distribute technology and office supplies to staff
- Set up office technology, including monitors, docking stations, televisions, mice, keyboards, etc.
- Support the Operations Manager with staff meeting setup and additional event preparation
- Support with additional duties as needed
- Manage the organizational calendar
Human Resources
- Support the Operations Manager and Director of Culture with hiring and new hire orientation tasks as needed. Tasks include posting jobs, filing applicant materials, updating new hire paperwork, supporting the digitization of new hire orientation, etc.
- Gather office supplies for new employees and set up their workspaces
- Support with personnel file administration, including organizing personnel files and collecting required policy forms throughout the year
- Support the Operations Manager with all staff communication on staff-wide items
- Post labor law posters in the office
Work Environment
- Participate in a participant-centered, trauma-informed framework for ensuring diversity, equity, inclusion, and belonging in Growing Home’s work
- Ensure strict confidentiality is kept with employee, vendor, participant, donor, and volunteer information
- Maintain a healthy and safe work environment
Financial Assistance
- Check the mail and process donation checks weekly
- Enter gift cards (purchased or donated) and participant receipts into the gift card tracking spreadsheet
- Enter in-kind donations on the tracking spreadsheet
- Enter operational expenses in expense reporting software (Zoho)
- Assist Controller in preparing 1099s and W2s at the end of each fiscal year
- Under the support of the Controller, perform debarment searches each year
JOB QUALIFICATIONS:
- Bilingual (Spanish/English) required
- At least 2 years of experience in an administrative role reporting directly to upper management and executives required
- At least 2 years of administrative, executive assistance, operations, finance, bookkeeping, human resources, or office management experience required
- Experience performing essential maintenance and handiwork such as building office furniture, installing signs, moving office furniture, making minor repairs, cleaning up messes, etc., preferred
- Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines effectively
- Excellent written and verbal communication skills
- The ability to work independently while remaining flexible and willing to adapt to changes
- The ability to maintain strict confidentiality with employee, participant, and volunteer information.
- Experience with Microsoft 365, Teams, and SharePoint or ability to learn quickly
- A passion for diversity, equity, inclusion, and belonging and the ability to work with diverse populations
- The ability to lift up to 50 lbs. and be on your feet for at least two hours a day when in the office
WHY YOU SHOULD WORK AT GROWING HOME:
- Competitive Pay: $45,000-$47,250
- Company sponsored medical, dental, and vision plans (employer pays 88% of premium for employee medical insurance; 50% for employee dental and vision insurance; 50% for dependents across medical, dental, vision plans)
- Paid wellness time each week
- Optional 403(b) plan with 5% match after 1 year
- Paid vacation, sick, and holiday time
- Employer paid life insurance
- Medical and dependent care FSA options available
- Cell phone stipend
- Wellness reimbursement
- Positive, inclusive workplace
- Dedicated resources toward professional growth and development
HOURS OF WORK AND LOCATION:
- Hours of Work: This position is full-time, 40 hours a week. Work will generally be completed Monday-Friday, between 9:00 am – 5:30 pm, with some evenings and weekends occasionally required.
- Location: Work will primarily be performed in the Growing Home offices, with some local travel required. After the completion of three months of in-person work, a hybrid and flexible work schedule will be permitted, with a minimum of two days a week in person. Growing Home strives to create a diverse, inclusive, and equitable workplace. Growing Home is an Equal Opportunity Employer.
Note: Systemic inequities in hiring have caused women, people of color, LGBTQIA+, and others to apply for jobs only if they meet 100% of the qualifications. Growing Home encourages anyone who believes they have the skill and drive to be successful in this role to apply.
Applications will be accepted until January 5, 2024.
Growing Home strives to create a diverse, inclusive, and equitable workplace. Growing Home is an Equal Opportunity Employer.
