Operations Coordinator

1 week ago

Honolulu, United States Hawaiian Humane Society Full time

JOB/POSITION TITLE: Operations Coordinator

STATUS: Exempt

PRIMARY PURPOSE: The Operations Coordinator will provide administrative support and division coordination to the Director of Operations. Provide database reporting, project and support to the director and operations' departments.

Reports To: Director of Operations

Supervises: Volunteers as needed

ESSENTIAL DUTIES/FUNCTIONS:

  • People Care. Ensuring internal and external patrons (employees, volunteers, Hawaiian Humane partners and community members) and their needs are a primary focus. Communication and contact must be clear, understandable, cooperative, professional and respectful in all circumstances and will occur through face to face, telephone, and electronic mail. Employees are expected to actively support a positive team environment, directly address conflict with the goal of problem solving and appropriately express concerns. This position interacts with and collaborates with employees and volunteers at all levels of the organization.
  • Customer Care. Deliver high-level customer service to Hawaiian Humane community members. Communicate with a diverse group of people in a consistently compassionate, informative, respectful and professional manner. Manage emotionally difficult situations with strong communication skills and empathy.
  • Administrative Support. Provides administrative support to the Director of Operations and the division by coordinating schedules, projects, and meetings. Includes creation of agendas, presentations, taking minutes. Keeps apprised of the Director's schedule and supports with coordination of projects, including timelines and providing materials and collateral as needed. Anticipates and manages preparation for upcoming needs and events. Maintain or project manage standard operating procedures (SOPs) and maintain revision process as needed.
  • Project Coordination & Data Management. Coordinates ongoing and special projects under the leadership of the Director of Operations including research, statistical analysis, etc. Design, develop, build, modify and maintain reports in PetPoint. Contribute to and lead initiatives to help improve or build upon processes, procedures and programs.
  • Inter-Division & External Coordination. Keeps current on all policies and programs relating to Hawaiian Humane. Collaborates with team members across the organization within and outside of the Operations Division. Coordinates team member events (All Operations meetings, Operations Leadership meetings, team building, morale building etc.) regularly. Collaborate with other departments within the organization on behalf of the division. Represent the operations division as needed at internal and external meetings.
  • Community Building Support. Supports division to uphold best in class customer service standards, Hawaiian Humane organizational policy and animal welfare best practices. Assists with timely follow-up on special case management of operations related challenges and opportunities with the community, partners and supporters.
  • Communications Coordination. Assists the Director of Operations in the timely management of all communication, both e-mail and voice mail with a variety of individuals including but not limited to team members, volunteers, donors and community members. Assess inquiries for the Director of Operations and prepares response, escalating as appropriate.
OTHER DUTIES/FUNCTIONS:
  • Operations Support. Works with other departments within the organization to resolve issues of mutual concern and improve operations.
  • Other Duties as Assigned. May include organization-wide support as needed, including but not limited to participation in events, serving as spokesperson, fundraising, covering other operational departments, and Hawaiian Humane's role as a first responder to disasters.
JOB CONDITIONS:
  • Work Environment: Indoor air-conditioned office, outdoors at shelter or on location for various activities and events
  • Equipment use: PC (Word, Excel, Adobe, Canva, PetPoint or Animal Shelter Management systems), copy machine, scanner, fax machine, telephone, and other office equipment.
  • Hours: Regular 40-hour work week, Tuesday - Saturday typical schedule, with other hours based on operational requirements and event needs.
MENTAL, PHYSICAL AND COMMUNICATION DEMANDS:
  • Ability to develop deep understanding of Hawaiian Humane programs, services, policies/practices.
  • Excellent organization, written and verbal communication skills required.
  • Excellent interpersonal skills with the ability to manage sensitive and confidential information. The coordinator should have a natural pre-disposition to demonstrate patience and tact when dealing with a broad range of people or situations, working professionally and compassionately.
  • Proficient with Microsoft Office Suite or related software.
  • Proficient with or the ability to quickly learn database systems and similar computer applications.
  • Must be able to multi-task in a fast-paced office and work with multiple priorities and deadlines with accuracy.
  • Must be able to communicate clearly at all levels of the organization.
  • Personal conduct, personal appearance, and office space must communicate professionalism.
  • Ability to work independently.
  • Some lifting of up to 30 lbs. (when storing supplies, helping to set up meetings or events, etc.) with or without reasonable accommodation.
  • Driving may be required to pick-up or deliver materials.
QUALIFICATION REQUIREMENTS:
  • Skills/Knowledge: Demonstrated experience and skills with presentation, planning, project management, database management, report building (SQL or other databases such as PetPoint/ other shelter management systems). Valid driver's license, good driving record, and proof of no-fault insurance required.
  • Education/Training: High School diploma or equivalent required. College degree or equivalent in communication, project management, administrative support, animal welfare or related field preferred.
  • Experience: One year prior administrative support, project management, data analysis or program coordination experience preferred.

The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

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