Operations Assistant

Job Title: Operations Assistant

Special Hope Network

Job Description

Special Hope Network (SHN) is searching for an organized self-starter to join the team as an Operations Assistant. The Operations Assistant will report directly to the SHN Vice President (VP) and fulfill the duties of the VP when necessary. The Operations Assistant will become well-versed in Special Hope Network’s internal operations. The ideal candidate should possess excellent verbal and written communication skills, be able to juggle multiple tasks at once, and possess strong organizational, critical thinking, and interpersonal skills.

Responsibilities

Day to Day Logistics

• Provide support/training to new staff hires
• Plan/schedule program hours and staff
• Manage program staff and coordinate staff relocation when necessary
• Organize training locations, handouts, equipment, payments
• Take inventory and order supplies as needed
• Analyze all operations and make improvement suggestions to supervisor
• Assist lead managers in program implementation
• Work together on a team so that all programs work seamlessly

Compliance

• Manage timely payments of PACRA, NAPSA, LCC, Fire, WC annual dues and certifications
• Complete staff paperwork with staff members for NHIMA/NAPSA/ETC

Facilities Oversight

• Maintain all facilities electrical works, plumbing, electric fences, keys/locks Alert management when painting or maintenance is required
• Communicate with landlords to keep properties at optimal condition

IT/Digital

• Keep track of all computers/iPad/power cords and update regularly
• Maintain current technology and alert management when new devices are needed Manage SHN Microsoft account and keep all devices updated
• Oversee measurement and evaluation (M&E) of programs and data collection

Donation/Volunteer Management

• Coordinate Digiprint orders; copies/printing, daily tracking, and pickup Coordinate donation pickups and deliveries and oversee food donations Coordinate volunteer leads via email and phone
• Funnel volunteers to appropriate managers
• Manage volunteer stipend requests with the finance team

Requirements

• Must have 2 years experience in Project Management, Business Administration, Measurement and Evaluation or other business-related field.
• Must possess excellent written and verbal communication, interpersonal skills, and an eagerness to learn
• Must be able to work on a team and have good conflict management skills
• Must exhibit strong leadership skills
• Must be able to work independently and meet goals both consistently and on time
• Must be organized, professional and a skilled problem-solver
• Must be able to understand how SHN operates and function within those parameters
• Must have experience with Excel, Word, Dropbox, and spreadsheets
• Additional certificates in program management or other business-related fields are valuable