Operations Coordinator

Job Title: Operations Coordinator

Reports to: President/CEO and Senior Director of Operations

Tampa Bay Thrives is a unique coalition founded in 2019 by leaders who sought an innovative approach to improving mental health for the Tampa Bay community. Their mission is to mobilize the community to strengthen behavioral health outcomes for depression, anxiety, and substance use disorder, with a focus on improving early intervention, access, and awareness. TBT has three priority focus areas to support this mission:

1.    Navigation - Enabling individuals seeking help to connect to resources to support them

2.    Access - Expanding treatment options for individuals in need of care

3.    Stigma - Decreasing the stigma of caring for your mental health

Underpinning the above are activities that provide visibility into, and critical mass around solving for, the core mental health challenges facing our region. These additional activities include; convening around urgent and emergent issues, research, education, data collection, evaluation, and policy. Tampa Bay Thrives envisions an emotionally healthy community where mental health is a priority and all thrive together.

The Tampa Bay Thrives Operations Coordinator works with the President & CEO, Senior Director of Operations, and Board of Directors as part of a small staff to advance the mission and objectives of the organization. This position helps with general administrative support across the organization to include scheduling, minute taking and record keeping, database management, and other core operational functions that keep the organization moving smoothly.

Essential Duties and Responsibilities

·      Represents the President & CEO and the rest of the organization, both internally and externally, in a highly professional manner.

·      Oversees calendar management, requiring interaction with both internal and external executives, executive assistants, and external vendors to coordinate a variety of complex executive and committee meetings.

·      Communicates and handles incoming and outgoing electronic communications on behalf of the CEO.

·      Supports the Senior Director of Operations in grant tracking, administration, and reporting.

·      Prepares expense reports; receives and submits bills/invoices; supports other basic financial tasks.

·      Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.

·      Drafts varied reports and presentations for projects and meetings.

·      Plans and organizes meetings and community events including sending out meeting invites, preparation of meeting agendas/materials, tracking RSVPs, arranging meeting refreshments and room set-up, and drafting meeting minutes.

·      Provides support services in the form of development of internal reports, minute taking, memo generation, research, managing email, and other similar tasks in a highly confidential nature.

·      Produces, formats and edits correspondence and documents.

·      Maintains a highly organized system of physical and electronic filing of correspondence and records consistent with document retention standards.

·      Creates and maintains necessary tracking/coordination spreadsheets and contact lists.

·      Researches, prices, and purchases program and office supplies.

·      Helps maintain CRM systems and databases with accurate, detailed and timely information.

·      Supports other departments as needed such as generating fundraising reports, drafting donor acknowledgement letters, website testing, etc.

·      Supports external events (i.e. fundraising, volunteer, community events) in an administrative and logistics capacity.

·      Other duties as assigned.

Skills and Qualifications

·      Minimum 1 year of experience, preferably supporting a senior executive in an administrative capacity. Nonprofit experience a plus. Internships served are acceptable experience.

·      Strong computer skills including proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

·      Excellent communication and interpersonal skills with a focus on customer service; The ability to build relationships with Board members, leadership, vendors, staff, and stakeholders at all levels.

·      Exhibits strong attention to detail with the ability to prioritize tasks, follow-through, and maintain organized files/record-keeping.

·      Ability to work independently with a strong work ethic, mature judgement, confidentiality, high degree of integrity, self-motivation, and initiative.

·      Experience with CRM systems and/or other databases desirable.

·      Flexibility and ability to work within a fast paced, quickly evolving organization; able to manage multiple complex priorities simultaneously.

·      Passion for and commitment to supporting mental health, the mission of TBT, and the values of the nonprofit sector.

Education

·      Associate’s or Bachelor’s degree from an accredited college or university preferred but not required

Licenses

·      Valid Florida Driver’s License 

This role may be required to drive across the region to attend various meetings. There may be occasional night and weekend coverage of those events.

TBT operates on a hybrid schedule with team members expected to be in its Westshore Tampa office twice a week (Mondays and Wednesdays) and remote three days a week, subject to change. Tampa Bay Thrives offers a comprehensive benefits package including medical, dental, life insurance, short- and long-term disability, and 401(k) savings plan with a company match. TBT provides generous paid holidays and PTO days that accrue based on years of service.

Tampa Bay Thrives is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex (including pregnancy and gender identity), sexual orientation, national origin, age, disability, genetic information, or veteran status.

Salary

The salary range for this position is: $40,000-$45,000

To apply, please email your resume and cover letter to info@tampabaythrives.org