ADMINISTRATIVE OPERATIONS COORDINATOR

Job Title: Administrative Operations Coordinator

Position: Monday – Thursday 830 am – 500pm, Friday, 830-430

Classification: Non- Exempt

Department: Administration

Reports to: Executive Director

Salary Grade/level/Range:

Location: 505 Building

Job Description

The mission of the Women's Center is to provide safety, shelter and support to empower all impacted by domestic abuse, sexual violence, child abuse, and trafficking.

Essential duties and responsibilities:

• Provide general administrative support to the agency, including filing, maintaining records, and completing other administrative tasks as needed.
• Greet and assist clients, visitors, donors, and vendors; respond to inquiries; answer and direct telephone calls; and ensure guests are connected with appropriate staff.
• Maintain confidentiality of all client information and records in accordance with organizational policies and applicable regulations.
• Coordinate internal staff meetings, trainings, agency events, and employee travel arrangements.
• Assist with on-site meetings and events with partners, donors, etc.
• Maintain office supply and equipment inventories, coordinate purchasing, oversee supply vendor relationships, and ensure office, kitchen, and common areas are adequately stocked.
• Coordinate office facilities and building operations, including cleaning services, maintenance visits, equipment repairs, furniture purchases, and troubleshooting office equipment.
• Track office equipment, furniture, keys, fobs etc. etc.
• Coordinate incoming and outgoing mail, deliveries, postage scanning, document distribution, and secure disposal of records in accordance with retention policies.
• Manage the morning daily agency all staff communication and staff schedules.
• Maintain organizational chart, staff directories, distribution lists and other shared administrative resources.
• Maintain organized and welcoming reception and client waiting areas and coordinate housekeeping standards throughout the office.
• Maintain current community resource information and ensure brochures and resource materials are organized, accessible, and properly tracked.
• Coordinate administrative support for volunteers and new staff, including telephone system training and serve as back up for volunteer group activities as needed.
• Provide support to Executive Director and managing Directors as requested.
• Develop, maintain, and improve administrative and operational systems, procedures, and processes to support efficient agency operations.
• Support organizational compliance with applicable local, state, and federal regulations, as well as workplace safety policies and procedures.
• Perform other duties as assigned in support of the organization's mission and vision.
• Ensure compliance with all safety and work rules and regulations.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Skills:

• Excellent communication skills, experience with a multi-line telephone system, as well as outstanding client service.
• Ability to handle crisis situations calmly and professionally.
• Verbal and Written Skills - ability to convey information effectively and as appropriate for the needs of the audience.
• Proficient in MS Office.
• Sensitivity to issues facing survivors of domestic violence, sexual assault, child abuse and trafficking.
• Active listening - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension - understanding written sentences and paragraphs in work-related documents.
• Time Management - managing one's own time and the time of others.
• Service Orientation - actively looking for ways to help people.
• Coordination - adjusting actions in relation to others' actions.
• Critical Thinking - using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Judgment and Decision Making - considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Monitoring - monitoring/Assessing performance of yourself to make improvements and take corrective action.

Education/Experience:

• Education: High school diploma or GED required; a bachelor's degree in business administration or a related field preferred.
• Experience: 2 to 5 years of proven experience as an office manager, executive office manager, administrative assistant, or in a related operational role.
• Technical Skills: Proficiency in Microsoft Office (Excel, Word, and Outlook), with experience in budget preparation, expense tracking, and financial recordkeeping. Familiarity with bookkeeping and payroll software, such as QuickBooks, preferred but not required. Proficiency with general office technology.
• Soft Skills: Strong organizational, multitasking, problem-solving, and written/verbal communication skills.

Language Skills: Ability to read, write, and comprehend English.

Reasoning Ability: Ability to utilize critical thinking, such as using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Certificates, Licenses, Registrations: Reliable means of transportation is necessary. Proof of a valid Wisconsin Driver's license and insurance must be submitted if driving on TWC business, which may occur on occasion.

Other Skills and Abilities:

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a largely sedentary role, but movement up and downstairs is required.
• Requires lifting of files and donations, opening filing cabinets, and bending and standing as necessary. This would require the ability to lift up to 25 pounds.

Work Environment: The Work environment described here is representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works predominantly indoors but may require the need to travel between different buildings.
• The Noise level in the work environment is usually moderate.

ADA: This employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

AAP/EEO: The Women's Center is an equal employment opportunity and affirmative action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law.

This Job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

Digital Fingerprints/Criminal Background Check for TWC Applicants

What information will be requested at the time of the fingerprinting reservation?

• Full legal name
• Full current address
• Date of birth
• Gender
• Social Security number
• Height
• Weight
• Hair color
• Eye color
• Ethnicity
• Place of birth
• Citizenship

Primary ID (photograph and signature, non-expired)

• Government-issued driver's license
• Learner's permit (plastic card only with photo and signature)
• National/State/County identification card
• Passport
• Military ID
• Military ID for spouses and dependents
• Alien registration card (Green card, permanent resident visa)

Secondary ID (signature, non-expired)

• Social Security card