Administration Operations Coordinator

JOB DESCRIPTION

OPERATIONS COORDINATOR - ADMINISTRATION

FLSA: Professional / Non-Exempt

Status: Full-Time / Salary

General Description

Under the direction of the Vice President of Administration, the Operations Coordinator will provide essential administrative, operational, and human resources support to ensure STEPS, Inc. fulfills its mission to empower individuals, strengthen families, build communities and further ensure the efficient functioning of its programs and services. This position assists with the coordination, reporting, and compliance of key programs such as the Community Services Block Grant (CSBG), the Virginia Department of Aging and Rehabilitative Services (DARS), the Virginia Department of Housing and Community Development (DHCD), and the Commission on Accreditation of Rehabilitation Facilities (CARF). This position will also support agency governance, donor engagement, and recycling operations.

Key Responsibilities

· Assist the finance department with regular monitoring of operational and program-related expenditures to ensure compliance with grant requirements and agency fiscal policies and procedures

· Assist with the preparation or reports, forms and performance summaries for funding agencies and internal leadership

· Assist the finance department with purchasing, invoice processing, and payment requests in coordination with fiscal policies and procedures, including managing vendor relationships and maintaining office supply inventory

· Serve as primary back-up for bi-weekly payroll processing to include ACH file creation and IRS tax filing

· Assist with recruitment by posting job openings, scheduling interviews, and maintaining applicant files

· Assist with benefits enrollment and communication with external HR and/or insurance vendors

· Support employee onboarding and offboarding, including paperwork, orientation coordination and personnel file management

· Maintain confidential HR files and records in accordance with agency policies

· Assist with the annual renewal of all agency liability insurance policies

· Assist with filing Family and Medical Leave Act documentation for staff

· Support internal communication, staff engagement, and recognition efforts

· Track employee training, certifications, and evaluation schedules

· Assist with administrative and reporting functions related to CSBG and other funded programs, ensuring compliance with federal, state, and local requirements.

· Support program managers with data entry, outcome tracking, and documentation reporting

· Maintain accurate and organized program files for audits, monitoring and performance reviews and for agency-wide operations, policies and documentation.

· Provide daily administrative support, including correspondence, scheduling, and internal communication

· Assist with logistics for meetings, trainings, and/or community events

· Assist with tracking and reporting of recycling trucks that cross scales, ensuring accurate recordkeeping for weights in coordination with program staff.

· Assist with the preparation of monthly/quarterly Board of Directors meeting packages, including agendas, prior minutes, program and finance reports, Head Start Policy Council packets, and supporting materials

· Coordinate meeting logistics (calendar scheduling, attendance, setup, and digital access)

· Maintain official records of board and committee meetings, bylaws and member rosters

· Assist with the preparation and mailing of donor acknowledgment and thank-you letter, ensuring timely and professional correspondence

· Maintain donor logs to track gifts, receipts and communications; support special campaigns, mailings and/or fundraising events

· Assist finance department with annual State Corporation Commission filing and tracking all VA Department of Social Services Neighborhood Assistance Program (NAP) donations

· Coordinate facility maintenance requests and safety inspections

· Liaise with IT providers to ensure systems, equipment, and software function properly

· Maintain an inventory of agency assets, licenses and technology resources

Qualifications

Graduate from an accredited college or university with a degree in Business Administration, Public Administration, Human Resources or related field preferred. 2-3 years of experience in operations, administrative support, or HR coordination, ideally within a nonprofit, governmental or community action agency setting. Must have strong organizational, analytical, and communication skills, with strong attention to detail. Must have the ability to handle confidential information discreetly and professionally. Must have a valid Virginia Driver’s License and acceptable driving record and must be authorized for coverage under agency insurance if operating agency vehicle and/or required level of personal auto insurance. Must pass pre-employment drug screening and criminal background check.

Physical/Emotional Demands of the Position: Must be able to work independently and have strong reading, writing and mathematical skills. Normal hearing is required for conversation, telephone use and emergency information systems. Visual acuity, depth perception and field of vision must be within normal ranges. Must be able to move safely about the work area, lift up to 10 lbs. an average of three times a day, reach both above and below the shoulders, bend/squat/twist/kneel occasionally, and be able to turn head 180 degrees occasionally.

Must be able to change routine in a positive manner, solve problems as they arise, maintain consistent stable work behaviors, adequate individual coping skills, maintain dependability through punctuality and reliability, participate in decision making, respond appropriately to emergency situations, and exercise good judgement in an effort to maintain a safe work environment.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Education:

• Bachelor's (Preferred)

Work Location: In person

Salary : $55,000 - $65,000