What are the responsibilities and job description for the Operations Support Specialist position at Boys & Girls Clubs of Delaware?
The Operations Support Specialist provides administrative support to COO and Sr. Vice President of Operations and operational support to the Core Operations Leadership Team (COLT). The incumbent manages the South Admin office and leads the process for maintaining office systems and supplies. This includes scheduling spaces and liaising with IT and other BGCDE departments. In conjunction with COLT initiatives, the Operations Support Specialist provides support to Clubs throughout the state in the areas of, but not limited to, training, program development, data management, professional development, and recruiting. The incumbent plays a key role in COLT meetings and helps coordinate and drive organization-wide initiatives by utilizing systems for planning, organizing, and progress monitoring. This position also manages key operations functions such as insurance and other compliance-related functions. As an extension of the Core Operations Leadership team, the Operations Support Specialist must consistently exhibit professionalism, maintain confidentiality, and set the tone for world-class customer service.
Key Areas of Responsibility:
Administrative
- Provide administrative support to the COO and Sr. VPO; this includes serving as the office manager for South Admin
- Through regularly scheduled meetings and implementation of systems for planning and organizing, help ensure COO/SR. VPO initiatives progress accordingly.
- Using sound judgment and knowledge of operations, demonstrate initiative in areas as assigned by COO/Sr. VPO
- Support the maintenance and implementation of key operations systems and platforms (ex. MyClubHub, Collabornation, One Call)
- Manage BGCDE property and liability insurance relationships and required processes.
- Create documents, presentations, and meeting materials.
- Support the development of Operating Policies & Procedures and Crisis Prevention, Preparation & Management manual sand other required procedural materials.
Strategy, Planning, and Organizing
- Play a key role with Core Leadership Team (COLT) in planning and organizing as it relates to COLT meetings and initiatives.
- Implement planning and project management processes that support the successful execution of operations initiatives as directed by COLT.
- Guide efforts to monitor and understand our local regulations and opportunities as it relates to program expansion and compliance efforts.
Quality and Impact
- Lead process for submission of data related reporting to BGCA and other entities as designed; this includes NYOI, KPIs, and BGCA Annual Report
- Partner with resource development team to support key funding initiatives and grant opportunities.
Process Improvement and Staff Development
- Partner with Human Resources to ensure effective staff development planning systems are in place; this includes clear learning paths aligned with key initiatives and BGCDE strategic plan.
- Lead efforts to establish the most effective and impactful systems and processes throughout operations department; collaborate with administrative leaders and operations coordinators to guide the rollout and implementation of new processes and systems.
Relationships
- Collaborate with VPs, Club/department leaders, and other stakeholders to drive initiatives as assigned by COO/SR. VPO
- Serve on committees and participate with key community groups to foster collaboration with strategic partners and relevant regulatory groups.
- Collaborate with marking to ensure operations marketing and branding efforts are consistent with overall BGCDE strategy.
- Represent BGCDE positively in the community, serving as a role model for our members.
Qualifications and Education Requirements
- Must be able to pass an FBI clearance, State of Delaware Criminal History Background Check, National and State Sexual Abuse Registry check, and National and State Child Abuse Registry Check
- Four-year degree from an accredited college or university preferred or the equivalent years of experience.
- Minimum of five (5) years of experience in management, administration and/or operations preferably at a Boys & Girls Club or other nonprofit organizations.
- Demonstrated experience in project management.
Competencies/Skills/Experience:
- Communication: informing, listening, presenting, writing,
- Decision-making: analyzing, fact finding, judgment, systemic thinking, problem solving
- Developing Organizational Talent: staff development, coaching, providing, feedback, delegating, teaching
- Leadership: facilitation, team building, providing recognition, managing change, influencing
- Personal Initiative Skills: organizational awareness, striving for excellence, proactivity
- Planning: action planning and organizing, monitoring, strategic planning, recruitment, project management
- Relationship: meeting skills, networking, relationship building, conflict management, teamwork
- Technical: MS Office and MS 356 apps, databases, other software platforms.
Working Conditions:
- Frequently lifts, carries or otherwise moves and positions objects weighing up to 25 pounds when preparing rooms for activities.
- Typically bends, stoops, walks and sometimes runs on a regular basis while interacting with children in various activities throughout the day.
- Ability to perform duties effectively under stressful conditions; ability to make decisions quickly and accurately with tact and impartiality.
- Ability to understand and follow verbal and written instructions and communicate effectively both verbally and in writing.
Work Hours: Monday –Friday; hours vary; occasional weekend hours possible. Flexibility is required.
Note: This job description in no way states or implies that these are the only duties to be performed. He/she will be required to follow any other instructions and to perform any other duties requested by his/her supervisor.
Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys &Girls Clubs of Delaware does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
Salary : $55,000 - $60,000
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