Operations Administrator

Job Description

Job Description

POSITION OVERVIEW :

Reporting to the Chief Operating Officer, the Operations Administrator supports the daily functions and long-term effectiveness of the organization by managing office operations, systems, scheduling and administrative processes. This role ensures smooth coordination of IT, facilities, supplies, and administrative services, while providing project support for HR, finance, and other cross-departmental needs. The Operations Administrator also coordinates the scheduling of Board and Board committee meetings, ensuring proper communication and logistical support for leadership, Board members and Trustees. The Operations Administrator works closely with senior leadership and external consultants to keep organizational operations efficient, reliable, and well-organized.

This is a full-time, hybrid work position with a mix of virtual and in-office work. The position also requires travel for special events and face-to-face meetings with staff, board members, and corporate partners.

ESSENTIAL JOB ACTIVITIES AND RESPONSIBILITIES

The activities and responsibilities outlined below represent the core functions required for successful performance in this role. Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform these essential functions.

Technology & Office Systems :

• Serve as the primary point of contact for all telecommunications, IT, and office equipment (e.g., copiers, mail machine), coordinating troubleshooting and solutions with external consultants.
• Distribute and manage staff technology resources (computers, phones, and required platform licenses) in partnership with external contractors.
• Maintain secure and organized filing systems (both electronic and hard copy as needed).
• Track technology inventory, software renewals, and vendor contracts to ensure continuity of services.
• Update staff names, Board members, partners, contact information and other text content on the agency's website.

Facilities & Office Management :

Human Resources Administration;

Board Support & Governance :

Project Management & Special Initiatives :

The statements above reflect the general nature and level of work assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or skills required. This job description may be updated or revised as organizational needs evolve.

QUALIFICATIONS & EXPERIENCE :

COMPETENCIES :

Customer / Client Focus : Demonstrates a strong commitment to meeting the expectations and requirements of staff, volunteers, board members, trustees, and agency corporate and community partners. Prioritizes building and maintaining effective relationships with these stakeholders, gaining their trust and respect. Exhibits a high degree of flexibility and adaptability in all interactions.

Listening : Practices attentive and active listening, ensuring a deep understanding of others' perspectives and needs. Has the patience to hear people out and can accurately restate opinions, even in disagreement. Vigilant in a proactive approach to problem identification and resolution.

Interpersonal Savvy : Relates well to a diverse range of individuals, building appropriate rapport and fostering constructive and effective relationships. Uses diplomacy and tact to navigate and diffuse difficult situations comfortably.

Approachability : Is approachable and easy to talk to, making extra efforts to put others at ease. Exhibits warmth, patience, and sensitivity to the needs and interests of others, building strong rapport and trust.

Priority Setting : Efficiently manages time and resources, focusing on what is most important. Quickly identifies critical priorities and sets aside less important tasks, eliminating roadblocks and maintaining focus on achieving key objectives. Demonstrates the ability to sense what will help or hinder goal accomplishment and takes appropriate action.

Commitment to Task : Exhibits a strong willingness and ability to pursue goals with dedication and pride in accomplishments. Takes proactive actions to achieve and exceed goals, demonstrating a high level of motivation and perseverance.

Results / Outcome Oriented : Is driven by achieving results and can be relied upon to meet and exceed goals successfully. Focuses on the bottom line, setting clear objectives and measures, monitoring progress, and pushing for continuous improvement and success.

WORK ENVIRONMENT :

The conditions outlined below are representative of those encountered while performing the essential functions of this role.

Equal Employment Opportunity

BBBSLA is committed to providing equal employment opportunities to all qualified individuals. Employment decisions are based on organizational needs, job requirements, and individual qualifications, without regard to race, color, religion, creed, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, physical or mental disability, medical condition, genetic information, sexual orientation, gender identity, gender expression, marital or domestic partnership status, military or veteran status, family or parental status, or any other status protected by federal, state, or local law.

Americans with Disabilities Act

BBBSLA is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA) and state disability laws. Applicants and employees who require a reasonable accommodation to perform the essential functions of their job are encouraged to notify the organization. Reasonable accommodations will be determined on a case-by-case basis, consistent with applicable law.

Compensation, Hours and Benefits

Non-exempt, full-time position (40 hours / week) with a starting hourly pay range of $23-28 / hour, depending on experience. Adaptable work schedule between the hours of 8AM-8PM M-F, based on agency and constituent needs, with occasional later evening and weekend work required Benefits include 21 days paid PTO, 14 paid holidays, comprehensive health plans covering 100% of the employee cost of medical, dental and vision insurance, as well as STD, LTD, life insurance and an employee assistance program. Optional pet insurance, critical care, and flexible spending accounts. Eligible for 403(b) retirement plan(s) immediately, with salary matching benefits (up to 4% of salary) after one year of service.