Office & Operations Coordinator

2 months ago

Dallas, United States Southwestern Medical Foundation Full time

***PLEASE NOTE: Interested candidates must submit a cover letter and resume to info@swmedical.org. Applications received through LinkedIn will not receive a response.


The Office & Operations Coordinator serves as a cultural ambassador to the organization by consistently acting in a manner that leaves people with a positive perception of the organization while authentically embodying our values. Under minimal direction, the Office & Operations Coordinator is responsible for overseeing the daily operations of the office to ensure the office operates efficiently and smoothly.


Duties and Responsibilities

To perform this job successfully, an individual must reflect on the Foundation's culture and understand its priorities. The individual must be able to satisfactorily perform each of the essential duties and responsibilities listed below. The duties and responsibilities include the following, though other duties may be assigned.  

  • Communicate and coordinate with a wide range of constituents on behalf of the organization, including prominent university and community leaders, current and prospective donors and their representatives, and other respected constituencies.  
  • Under minimal direction, support the organization by providing high-level administrative support to ensure teams work effectively and physical workspaces meet the needs of the internal team.  
  • Perform daily receptionist duties, which include opening and closing the office, greeting visitors, answering and screening incoming calls, directing calls to appropriate stakeholders, and taking and relaying messages. 
  • Work closely with and act as a backup to the CEO’s Executive Assistant and serve as an administrative liaison across the organization.  
  • Takes ownership of ensuring office operations and procedures are organized, correspondences are managed, filing systems are designed, supply requisitions are reviewed, and clerical functions are handled in an appropriate manner.  
  • Prepare correspondence and documents, receive/sort emails, U.S. mail, deliveries, and errands daily. 
  • Coordinate logistics of in-office meetings, including audio/visual set-up and organizing refreshments and meals.  
  • Perform general administrative duties such as processing expense reports and developing and managing detailed spreadsheets and databases.  
  • Manage office operations to ensure the office has adequate supplies, necessary equipment, and personnel support.  
  • Manage and ensure the kitchen is organized, stocked appropriately, and operational for all on-site board meetings and events. 
  • Coordinate office equipment setup and repairs and arrange necessary office repairs with building personnel by submitting work orders and scheduling repairs.  
  • Under the direction of the Senior Director of Operations, supports the planning, implementing, tracking, and evaluating of office procedures and special projects.  
  • Serve as the primary administrative point of contact for internal team support and external visitors.  
  • Plan internal team celebrations, including invites, logistics, food, and purchasing of items.  
  • Assist with preparing board meetings, including audio / visual set-up, ordering and setting up catering, compiling materials, etc.  
  • Provide support as needed for Foundation programming and events, including receptions and board meetings.  
  • Partner with the Senior Director of Operations to help manage office and operational projects, such as office space improvements, vendor management, and technology management.  
  • Maintain various spreadsheets regarding vendor management to track contracts, vendor deliverables, vendor payments, and research alternatives as appropriate. 


Qualifications

At least three years of progressively responsible administrative/office management experience. Associate or bachelor’s degree or equivalent combination of training and experience. 


Physical Requirements

The physical requirements and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.   

 

  • Moderate stress level 
  • Moderate noise level 
  • Regular and predictable attendance 
  • Occasional standing and lifting of at least 20 pounds 
  • Long periods of sitting 

 

Reports to: Senior Director of Operations

***PLEASE NOTE: Interested candidates must submit a cover letter and resume to info@swmedical.org. Applications received through LinkedIn will not receive a response.

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