What are the responsibilities and job description for the Operations Specialist position at Vermont Association for the Education of Young...?
Summary
The Operations Specialist is responsible for supporting and managing key organizational functions in a fast paced, mostly remote, complex nonprofit environment. This role ensures the smooth execution of tasks related to operations, human resources, conference, event and meeting logistics, inventory control, finance, and contract management while maintaining an organized and efficient operational environment. Partnering with the Director, the Operations Specialist will provide professional customer service to internal and external stakeholders. This is an exciting opportunity for a highly organized and self motivated administrative and nonprofit operations professional to support all facets of VTAEYC. The ideal candidate will be a proactive problem solver with excellent organizational and communication skills, capable of managing multiple tasks, sensitive information, and supporting a variety of operational needs.
Duties
Operations, Technology, and Inventory Control:
Requirements
Benefits
Work Remotely
Flexible work from home options available
About Us
The Operations Specialist is responsible for supporting and managing key organizational functions in a fast paced, mostly remote, complex nonprofit environment. This role ensures the smooth execution of tasks related to operations, human resources, conference, event and meeting logistics, inventory control, finance, and contract management while maintaining an organized and efficient operational environment. Partnering with the Director, the Operations Specialist will provide professional customer service to internal and external stakeholders. This is an exciting opportunity for a highly organized and self motivated administrative and nonprofit operations professional to support all facets of VTAEYC. The ideal candidate will be a proactive problem solver with excellent organizational and communication skills, capable of managing multiple tasks, sensitive information, and supporting a variety of operational needs.
Duties
Operations, Technology, and Inventory Control:
- Oversee VTAEYC general email and phone systems - serve as VTAEYC’s first point of contact and distribute incoming communication to colleagues
- Manage procurement processes for goods and services, including administration vendor contracts, coordination with department staff, and maintaining accurate purchase order records.
- Order and track company inventory, including office supplies, equipment, and other resources.
- Coordinate organization of physical office space, working with shared partner to maintain inventory and troubleshoot operations for VTAEYC colleagues
- Process mail and package intake, distribution, and delivery
- Process bank deposits and coordinate communication to finance department
- Oversee tech ordering, accounts, maintenance, problem solving, and renewals in partnership with VTAEYC’s Managed Care IT provider
- Assist with recruitment and onboarding processes, ensuring all new hires are integrated smoothly into the organization.
- Coordinate HR-related data with external benefit and payroll partners. Monitor benefit enrollment and monthly billing. Support the Director in preparing for annual renewals.
- Assist in organizing employee training and development opportunities.
- Coordinate Annual Conference logistics, working with multiple stakeholders, to process contracts, purchasing, ticketing, financial reports, event and sponsorship support
- Plan logistics for company-wide meetings, events, and retreats including scheduling and reservations, venue selection, catering, and technology setup.
- Ensure all meeting materials are prepared in advance and distributed as necessary.
Requirements
- Bachelor’s degree or equivalent experience
- Prior experience in customer service, HR, office management, event management, nonprofit administrative support or coordination (3-5 years).
- Strong technical, organizational, and communication skills.
- Ability to manage multiple tasks at one time and prioritize appropriately
- Proficiency in Google, Microsoft Office Suite, Slack, Zoom, Hiver, Squarespace, EveryAction, database software
- Demonstrated ability to work well under pressure, manage deadlines and handle sensitive information
Working Conditions
- Flexible: This is a hybrid position which mostly includes work from home and requires weekly work responsibilities in the Montpelier office.
- Hours: Primarily daytime, Monday through Friday. Occasional evenings and weekends may be required
- Travel: Some travel in-state will be required for monthly in person staff meetings.
Benefits
- Full-time, Non Exempt
- Paid vacation, holidays, and personal/sick time
- Health insurance premium contribution or HRA contribution
- 100% paid short-term disability, long-term disability, and life insurance
- Access to dental and vision insurance
- Access to a Dependent Care Account
- Employer contribution to retirement
- Laptop provided
- Stipend for cell phone and home office expenses
- Mileage reimbursement for work purposes
Work Remotely
Flexible work from home options available
About Us
About VTAEYC
The Vermont Association for the Education of Young Children (VTAEYC) advances excellence and equity in early childhood education as the state’s largest membership organization for early childhood educators and is the state affiliate of NAEYC, the National Association for the Education of Young Children. As a nonprofit organization formed by a grassroots effort 50 years ago and now with nearly 700 members, VTAEYC offers advocacy, workforce development, professional development and other resources to its membership and others in the early childhood education field. VTAEYC aims to meet the needs of today’s early childhood education workforce and create a stronger, more equitable early childhood education system for the future.
