Operations Resources Coordinator I (Job #297) ($52,638 – $58,083)

General Purpose:

Under general supervision of the Operations Resources Supervisor, this role performs and oversees a variety of associated administrative support and logistical activities for staff, such as specialized recordkeeping, data entry and database management. The Operations Resources Coordinator 1 performs general support services for corporate, home, and field staff. The coordinator responsibilities include but are not limited to provide data entry support; maintain files; assist with travel arrangements; maintaining and managing the inventory of assets within the organization; support building management; shipping and receiving; provide computer assistance; perform receptionist duties as needed; and conduct general administrative tasks.

Specific job goals, objectives and tasks are established for each employee as part of the annual evaluation and work plan process. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all qualifications, responsibilities, duties and skills required.

Job Duties and Responsibilities:

• Establish and maintain an effective filing and retrieval system for documents and assets.
• Oversee and manage the organization’s inventory of assets and supplies, ensuring timely replenishment and accuracy.
• Support special projects and initiatives as directed by the supervisor.
• Professionally answer, screen, and direct incoming calls to the appropriate departments.
• Conduct research to resolve operational questions, issues and respond to inquiries.
• Manage the ordering and distribution of office supplies, and handle shipments.
• Configure iPhones and assist IT equipment setup for staff.
• Collaborate with the COO and Events Department for on-site activities.
• Assist with on-site activities, as requested, with the COO and Events Department.
• Input vouchers, invoices, and other data into various spreadsheets or accounting software.
• Prepare, maintain, and organize reports, documents, binders, and files.
• Prepare, proofread, and format documents, ensuring adherence to RCAC’s styling guidelines.
• Provide excellent customer service in both verbal and written communication.
• Manage general correspondence, mailing lists, and shipment of materials.
• Assist with spreadsheet and Unanet data entry for team members.
• Oversee and maintain the process for corporate credit card usage.
• Handle employee airline reservations, ensuring cost-effectiveness and travel convenience.
• Produce and design business cards, travel badges, and name tags.
• Perform receptionist duties as a back-up for the front desk reception during emergencies or absences.
• Provide computer software and technical assistance to employees.
• Performs other related duties as assigned.

Supervision Exercised:

• No supervisory responsibilities.

Minimum Qualifications and Necessary Requirements:

• EDUCATION: High School Diploma or GED.
• LICENSE/CERTIFICATION: Valid driver’s license and proof of insurance that meets the minimum requirements ($100,000/$300,000) of RCAC corporate liability policy.
• EXPERIENCE: One year of administrative experience. Proficient computer skills with Microsoft Office programs.
• Must pass a criminal background investigation prior to employment.

Knowledge, Skills, and Abilities:

• Knowledge of English language, grammar, spelling, and punctuation.
• Knowledge of existing data tracking systems.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of planning and scheduling techniques.
• Knowledge of iPhone configurations and end-user support.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• Organizing and coordinating skills.
• Database and records management skills.
• Adobe Photoshop, Illustrator, and InDesign experience.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural decisions and judgments.
• Ability to gather data, compile information, and prepare reports.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to meet strict timelines.
• Ability to provide an elevated level of customer service.
• Ability to work with minimum supervision and manage multiple priorities simultaneously.
• Ability to effectively listen and communicate professionally both verbally and in writing.
• Ability to work independently as well as in team environments.

Preferred Requirements:

• Associate degree (additional qualifying experience may be substituted).
• Customer service experience.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit and stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision requirements include close vision, distance vision, color vision, and depth perception.

Working Conditions:

Work is typically performed in an office with a moderate noise level.