What are the responsibilities and job description for the Operations Coordinator position at Tulsa Community Foundation?
Description
Background:
Take Control Initiative (TCI) works to remove barriers and increase access to birth control in Tulsa County. We work collaboratively with over 200 community partners, 20 health center sites, and several state and national organizations. TCI operates at the intersection of health and education with the underlying belief that individuals will make the best decisions for themselves when equipped with information and resources. Our team consists of Education/Outreach, Clinical Services, and Data/Policy departments. We utilize collective impact and grassroots organizing principles, while recognizing that transformational impact requires action at individual, relational, and system levels. TCI’s organizational core values are Equity, Access & Innovation.
Position Description
The Operations Coordinator reports to the Finance & Talent Manager and manages day-to-day organization operations and administrative needs for TCI. This role provides consistent, strategic logistical support across all TCI programming. This role is a part of TCI’s operations team, serving as the point person for office-based needs. They collaborate to build and sustain systems, ensuring the daily work of TCI runs smoothly, yielding the best outcomes for TCI’s mission of service.
To be successful in the position, the Operations Coordinator must have excellent strategic organizational skills; a proactive, engaging approach to communication with diverse groups and individuals; and project management skills to facilitate activities in an intentional, proactive manner across stakeholder groups to achieve program objectives. Must be able to work independently on projects from conception to completion and must be able to handle a wide variety of activities and confidential matters with a high level of discretion and impeccable judgment. We are looking for someone who is excited about our mission, has an eye for detail and precision, and can quickly prioritize multiple competing projects. This role is ideal for individuals who value consistency and predictability in their daily work while remaining adaptable to emergent needs, who likes being a go-to person for tasks both big and small.
Key Responsibilities
Background:
Take Control Initiative (TCI) works to remove barriers and increase access to birth control in Tulsa County. We work collaboratively with over 200 community partners, 20 health center sites, and several state and national organizations. TCI operates at the intersection of health and education with the underlying belief that individuals will make the best decisions for themselves when equipped with information and resources. Our team consists of Education/Outreach, Clinical Services, and Data/Policy departments. We utilize collective impact and grassroots organizing principles, while recognizing that transformational impact requires action at individual, relational, and system levels. TCI’s organizational core values are Equity, Access & Innovation.
Position Description
The Operations Coordinator reports to the Finance & Talent Manager and manages day-to-day organization operations and administrative needs for TCI. This role provides consistent, strategic logistical support across all TCI programming. This role is a part of TCI’s operations team, serving as the point person for office-based needs. They collaborate to build and sustain systems, ensuring the daily work of TCI runs smoothly, yielding the best outcomes for TCI’s mission of service.
To be successful in the position, the Operations Coordinator must have excellent strategic organizational skills; a proactive, engaging approach to communication with diverse groups and individuals; and project management skills to facilitate activities in an intentional, proactive manner across stakeholder groups to achieve program objectives. Must be able to work independently on projects from conception to completion and must be able to handle a wide variety of activities and confidential matters with a high level of discretion and impeccable judgment. We are looking for someone who is excited about our mission, has an eye for detail and precision, and can quickly prioritize multiple competing projects. This role is ideal for individuals who value consistency and predictability in their daily work while remaining adaptable to emergent needs, who likes being a go-to person for tasks both big and small.
Key Responsibilities
- Provides logistical support for programs, employee well-being, and professional collaboration.
- Assists in the development and implementation of operational policies and procedures.
- Supports the Finance & Talent Manager and Deputy Director with finance bookkeeping tasks, purchasing, and expense tracking.
- Provides scheduling support across the organization.
- Facilitates effective communication within the organization using tools such as Google Drive, Asana, Slack, and Paylocity.
- Works with the communications team to ensure timely dissemination of information and updates to the team and partners as needed.
- Closely tracks data across different projects, departments, and platforms to help ensure goals are met.
- Monitors the inventory of program supplies in-house and with partner organizations.
- Delivers products to partner clinics and organizations.
- Collaborates on event logistics and other programming, such as clinical trainings and tabling at community outreach events.
- Bachelor’s Degree or equivalent experience in executive administrative support required.
- Administrative management and/or office coordination experience required.
- Effective organizational and time management skills
- Strong writing skills and oral communication skills.
- Excellent interpersonal, problem-solving, and organizational skills.
- Proficiency or willingness to learn Google Suite, Zoom, Asana, Slack, Canva, WordPress, and InDesign; bonus points for experience with data visualization and analysis software.
- Ability to exercise a high level of discretion in handling matters related to employees and key stakeholders.
- Self-directed and self-motivated, with the ability to prioritize and simultaneously work on multiple projects with accuracy and awareness of details.
- Highly organized multitasker who performs well in fast-paced environments.
- Ability to work collaboratively in a team environment and independently with minimum supervision.
- Applicants should be committed to our mission.
- Must be able to sit and/or stand for up to eight hours while utilizing a computer.
- Must be able to lift items weighing up to 25 lbs.
- This is an on-site, in-person position with little flexibility for remote work. (TCI offices located at 907 S Detroit Ave, Tulsa, OK 74120)
- Office hours are Monday - Friday, 8:00 A.M. to 5:00 P.M.
- Domestic, in-state travel is required on occasion, so reliable transportation and auto insurance are required.
- The work week will occasionally vary with advance notice, depending on scheduled programming and other events; it may require early-start, late-evening, or weekend hours.