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Operations Specialist

3 months ago

Colorado Springs, United States United States Olympic and Paralympic Committee Full time

Description

Are you mission-driven and passionate about helping others succeed?

Do you strive to lead, follow, and act with integrity?

Are you the one who honors your commitments?

Is building trusting relationships an integral part of why you do what you do?

Do you push limits and challenge the status quo?

If you answered YES, keep reading to discover how you can significantly contribute to Team USA's success

Here's a summary of responsibilities:

Provide direct support to the Operations Department for all program-related functions, including the registration of all users of the CSOPTC, assisting the program's staff in developing programs, issuing ID cards through the SYMMETRY and CRM systems, managing the usage of recreational/entertainment equipment, checking out keys for lounges and storage areas for each program and resident sport. Provide prompt and courteous service to all OPTC guests. The right candidate must possess a friendly, courteous demeanor to all guests and fellow team members. Strive to deliver a "wow" factor of hospitality to all guests. 

Here's how you'll have an impact:
  • Run the Athlete Center Registration Desk.
  • Greet and register all training center guests, including verifying signatures on all forms via the online paperwork system and verifying participants are at least 18 years old, making sure that birthdates are present on paperwork to avoid duplicating records in the CRM computer system, verifying SafeSport and Background check completion dates are entered when applicable, issuing ID cards to all guests residing in athlete center, giving informative orientation on policies and procedures for the CSOPTC. Maintain clean work area.
  • Enter all biographical data on everyone that comes through the training center into the CRM computer system.  Accuracy is paramount, as several USOPC departments use this information as a primary resource for reports and mailings.  Adjust rooming assignments and add unexpected program participants in the CRM system to programs through the direction of Operations Coordinators.
  • Offer support and respond to inquiries and requests for information from athletes, coaches, sports administrators, visiting dignitaries, and OPTC visitors. Listen and extend assistance to resolve programs such as insufficient heating or air conditioning, toiletries in dorm rooms, and discrepancies in arrival/departure dates.
  • Answer telephones and direct inquiries to the appropriate department using a positive and clear speaking voice. Listen to and understand requests and respond with appropriate action. Take messages and distribute them to the participant or the program coordinator.  Update the "frequently called phone number" list for the entire department as necessary.
  • Coordinate check-ins and checkouts with housekeeping services to allow adequate time for the housekeepers to prepare rooms for new arrivals.
  • Run the checkout report as needed—credit IDs to participants when checking out of programs upon departure. Delete records from the Symmetry, CRM, and program folders.
  • Perform roving patrol duties within the Athlete Center. Check all doors, windows, and office areas at the beginning of each shift and, as appropriate thereafter, to ensure they are secure from unauthorized entry. During rounds, check and evaluate the facility for safety concerns and generate work orders for repair and maintenance as necessary.
  • Make sound decisions based on immediate circumstances. Remain calm and alert, especially during emergency and/or heavy CSOPTC activity, and resolve complications for guests promptly. Report critical incidents to the Operations Manager and/or CSOPTC Leadership.
  • Investigate all accidents/incidents occurring during appointed shifts, complete accident/incident reports as appropriate, and make necessary notifications according to established procedures. Complete the shift report and email it to the CSOPTC Operations staff, including the Operations Manager, and complete the shift report distribution list.
  • Monitor and operate fire alarm system and investigate alarms as indicated by Security.
  • Assist all residents during emergency evacuation procedures and coordinate with first responder personnel as necessary. Remain calm and alert.
  • Contact CSOPTC Transportation to coordinate any adjustments or new requests for the arrival/departure schedule, as changes can affect the vehicle size required for a transportation shuttle.
  • Check out the meeting room keys to the athlete study hall, coach's workroom, and CSOPTC meeting rooms, as well as duplicate dorm room keys if a guest is locked out.
  • Contact Sports Medicine in the event of an emergency, following established procedures.
  • Report any maintenance problems to the appropriate party, depending on the time of the incident, for necessary next steps.
  • Monitor participant behavior in the athlete center and report any concerns to the Operations Coordinator, Manager, and/or CSOPTC leadership.
  • Answer and investigate inquiries from the Security department about the Symmetry computer system as needed.
Here are the skills and experience you'll need to be effective:
  • High School Diploma or equivalent required
  • 3 years of experience in a sport-related field, preferably in a service-related position
  • Excellent written and oral communication skills
  • Computer literate including Windows, Word, Publisher, Excel, etc.
  • Ability to work independently of direct supervision
  • Skill in data entry, including high attention to detail and maintaining data integrity and privacy.
Here are some things that will make you super competitive for this role:
  • Some college or Bachelor's degree preferred
  • First Aid, CPR, and/or AED certifications preferred
Here are the tools, equipment, & conditions:
  • Office environment on multi-building site
  • Non-traditional work hours required, including early mornings, nights, weekends, and holidays
  • Prolonged use of hands/arms
  • Requires frequent standing and movement throughout the athlete center area
  • Extended hours working without direct supervision
  • Regular attendance at work is an essential job function
Here's where you'll work:
  • This hub-based role will regularly work from the Colorado Springs Olympic & Paralympic Training Center.
Here's some more information you need to know:
  • Hiring Pay Range: $16.91 - $19.87 per hour.
  • This full-time, non-exempt position is intended to work 40 hours per week.
  • Bonus: This position will be eligible for the Annual Incentive Award Program, which has a 5% target. The USOPC may change or eliminate this program at any time at its sole discretion.
  • Benefits: This position will be eligible for USOPC benefits. You can view a summaryhere.