Operations Assistant

Position: Operations Assistant

Reports to: Managing Director

Location: Wheat Ridge Office, occasional travel to Central City

Compensation: $16-$22/hour, based on qualifications

Administrative Work Schedule: up to 20 hours/week, Monday through Friday

Status: Part-time, non-exempt

POSITION SUMMARY

The Operations Assistant supports administrative operations in a number of key areas for Central City Opera House Association (“CCOHA,” “CCO,” “Central City Opera”), including office machines (printers, postage machine, phones, physical setup) and supplies (paper, staples, water/water filters, etc.), office calendars, Human Resources (HR), Administrative and Festival Travel, Technology, Historic Properties and Event Rentals, and overall office functions. Additionally, the Operations Assistant will provide customer service coverage for the front desk reception area and associated responsibilities, including scheduling and hosting guests in the conference room. The person in this role must have demonstrated savvy using administrative technology and experience with business contracts, vendor negotiation and project management.

This position reports directly to the Managing Director and works collaboratively with other members of CCO as required.

RESPONSIBILITIES

• Maintain a regular presence at the reception desk to greet visitors, answer the phone, and respond to general email inquiries.
• On a daily basis ensure that outgoing mail is departed and incoming mail is received, opened, dated, logged in the “Mail and Gift Log” and distributed according to fundraising, accounting, and auditor protocols.
• Become a “super user” expert for Southwest Business travel, SWA Chase Visa, and Rapids Rewards accounts in order to support Administrative Staff travel and Company Manager with Festival travel arrangements as requested.
• Assist with HR project management as assigned by the Managing Director and Controller, including the coordination of annual employee review process and supporting personnel on-boarding, verification, and record-keeping requirements.
• Review artistic, event and vendor contracts as requested.
• Assist with IT project management and support as assigned by the Controller.
• Inventory and purchase office, postage and printing supplies, stationary items; retain, track and submit receipts and coding within budget.
• Assist Marketing and Development departments with mailings and special projects.
• Maintain office key assignments and copies as needed, including company vehicle check-in/check-out logs, protocols, and maintenance files.
• Ensure common spaces within the Wheat Ridge office environment remain clean, tidy and hospitable for guests and functional for staff, including the conference room, kitchen and shared refrigerator.
• Maintain shared office calendars, assist with conference room scheduling for volunteer events, and serve as a reliable source of knowledge for all CCOHA scheduled activities.
• Keep an accurate and up-to-date file of contact information of staff members and distribute in electronic and printed hard copy formats.
• Routinely review local publications and news outlets for articles/articles of interest to CCOHA and distribute to appropriate staff members in a timely manner.
• Upon request, assist Company Manager with timely implementation of campus utilities, procurement of supplies and services (internet, drinking water, etc.) and securing necessary supplemental rental housing.
• Serve as a positive advocate for CCOHA at all times while exercising discretion and discernment with sensitive and confidential institutional information.
• Maintain vendor accounts and non-profit tax status with Amazon, Sam’s Club, Costco, Home Depot, Ace Hardware and other routine sources of administrative supplies and services.
• File invoices for AP.
• Provide general administrative assistance to the Managing Director as requested and assist the President & CEO and other Staff members and Volunteers (Board, Guild) as needed.
• Other duties as assigned.

REQUIRED SKILLS

• Excellent facility with standard office applications, including Microsoft 365 Office suite including Word, Excel, Outlook: Email and Calendar, Teams, Adobe Acrobat/Adobe Sign, and SharePoint file server environment.
• Working knowledge of all office machines and vendors including technological support for internet and computer systems, phone systems, copiers and printers, postage meter.
• Excellent reading comprehension and attention to detail.
• Professional telephone and customer service skills.
• Communicating effectively and efficiently with all types of individuals in the spirit of advocacy and ‘friend-raising’ for CCOHA and its programming.
• Highly organized with demonstrated ability to exercise discernment in managing priority tasks in a timely manner.
• Ability to multi-task and maintain professional demeanor under pressure.
• Excellent written and organizational skills; ability to multi-task.
• Able to lift and carry up to thirty pounds.

EQUAL EMPLOYMENT OPPORTUNITY

CCO is committed to creating and sustaining an inclusive and equitable work environment. Equity, diversity, and inclusion are core values, and we are expanding our capacities in these areas with company-wide understanding that this is an ongoing process that must be embedded into the fabric of the organization. We encourage candidates who identify as BIPOC, LGBTQ+, otherwise-abled, and other underrepresented identities to apply. All applications will receive consideration for employment.