Job Description

This small and friendly health-related association is in need of an Operations Coordinator to work with the COO.

This position will assist with the coordination of overall office operations, general accounting, and human resources processes. The Operations Coordinator will provide administrative and logistical support for our events at our annual conference. Designs systems and office procedures to facilitate efficiency and productivity. Provides administrative support to the Chief Operating Officer (COO).

Examples of Duties:

1. Provides administrative support to the COO including technical preparation of correspondence and reports. Schedules meetings as directed.
2. Creates, maintains, and updates administrative files and databases. Maintains electronic and hard copy files.
3. Develops, organizes, and implements office procedures, including inventories. Maintains current documentation of office procedures. General office management. Monitors shared email boxes, distributes incoming / outgoing mail.
4. Serves as a facilities coordinator, submits requests to building facilities management personnel.
5. Troubleshoots and solves office equipment issues, schedules maintenance and orders office supplies.
6. Accounts receivables / payables in collaboration with COO to include managing and tracking membership dues and order processing.
7. Works with the COO on processing bi-weekly payroll; onboarding / offboarding employees. Maintaining HR files.
8. Works with Communications & Marketing on updates to webpages as needed.
9. Troubleshoots, coordinates with staff and consultants to resolve IT related issues.
10. Provides administrative support in the planning, execution, and onsite coordination of AOTF events at the our Annual Conference
11. Performs other duties as assigned, aligned with our strategic objectives to include back-up support to the Executive Assistant.

Education/Experience Required:

• Bachelor’s Degree or equivalent business experience.
• At least three years of office experience in operations coordination, administrative management, project management or similar.
• Demonstrated proficiency with Zoom, Microsoft Office Suite, Sharepoint.

Qualifications required:

• Sound judgment and confidentiality.
• Ability to work cooperatively as well as independently.
• Flexibility and a tolerance for ambiguity.
• Ability to prioritize workload and meet deadlines.
• Excellent communication skills, both written and verbal.
• Maintains professional demeanor and has superior customer service skills.
• Excellent organizational skills and proof-reading skills.
• Must be detailed oriented, able to coordinate multiple projects simultaneously, and able to collaborate effectively with various internal and external constituents.
• Prior Experience with hosting webinars, meeting scheduling, and program coordination.
• Proficient with Zoom and/or other online meeting / webinar software.
• Proficient with Microsoft Office Suite software, including Outlook, Sharepoint, One Drive, Excel, Word, Publisher, PowerPoint, and desktop database programs

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