Operations Support Specialist

2 weeks ago

Madison, Wisconsin, United States American Red Cross Full time
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By becoming a part of the American Red Cross, you will impact countless lives annually and witness the remarkable strength of the human spirit. Are you prepared to join the world’s largest humanitarian organization?

Join us-Where your Career is a Force for Good

Job Overview:

WHY CHOOSE US?
As one of the leading humanitarian entities in the nation, the American Red Cross is devoted to assisting individuals in need across the United States and, in collaboration with other Red Cross networks, globally. By joining our team, you will have a direct influence on a significant mission, enabling you to help save lives daily. If you share our commitment to aiding others, consider this outstanding career opportunity. Work where your career is a force for good.

We are dedicated to fostering a diverse workforce and delivering our programs and services in a culturally competent manner that reflects the communities we serve. Our work environment is collaborative, respectful, and inclusive, emphasizing allyship and a culture of belonging that empowers all team members. Come to learn, grow, and succeed while sharing your passion for making a difference.

The Red Cross supports various cultural and community resource groups for employees and volunteers. From the Ability Network, our Asian American & Pacific Islander Resource Group, the Latino Resource Group, and Red Cross PRIDE, to the Umoja African American Resource Group, our Veterans+ Resource Group, and the Women's Resource Group, these networks provide connections, mentoring, and amplify important concerns and opinions.

At the American Red Cross, your individuality can shine.

Key Responsibilities:
  • Assist with facility projects throughout the region. Ensure preventive maintenance and repairs are executed within budget, and the appropriate system is utilized for vendor payments. Cultivate and maintain relationships with vendors supporting each physical location. Obtain proposals for potential new vendors. Act as a liaison with other sectors for shared facilities/assets. Provide backup support by entering all invoicing, work orders, and real estate contracts into national systems. Communicate with facilities and vendors to ensure timely payments and contracts. Process volunteer expense reports for reimbursement. Manage various supply orders for all regional locations.
  • Maintain all regulatory documentation for the region, including cleaning, pest control, and security access documentation. Issue and maintain facility security access cards and key FOBs throughout the region. Ensure termination reports are processed within required timelines and security assessments are reviewed as necessary.
  • Support facilities/asset management by ensuring repairs are completed within budget and managing vendor-related activities, such as ensuring the appropriate system is used for vendor payments, keeping the asset/work order system updated, maintaining relationships with vendors at each physical location, obtaining proposals for new vendors, providing business plan information for real estate transactions, and updating the risk management system with current values/status.
  • Volunteer Coordination. May coordinate and train volunteers to assist with less complex daily transactional work such as data input, clerical support, etc.
  • Events: Participate in planning events and meetings. Maintain insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items.
  • Reports/Data Information: Provide guidance and data for grant reporting. Prepare various internal reports. Respond to internal/external requests for information and/or documentation.
  • Operations SOPs: Develop, maintain, and distribute a regional SOP Manual. Provide training to ensure consistent processes/procedures related to operations functions throughout the Region.
  • Provide Business Applications and IT Services support using the appropriate system to troubleshoot phone and computer issues for the Region and assist with tech services requests.
What You Need to Succeed (Minimum Qualifications):
  • Education: High School diploma or equivalent required. An Associate's degree in Accounting, Business, or Public Administration is preferred.
  • Experience: A minimum of 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, or a combination of education and related experience is required.
  • Management Experience: Not applicable.
  • Skills & Abilities: Ability to work collaboratively within a team. Proficient in planning, prioritizing, and organizing work to maximize team performance and meet customer expectations. Excellent organizational skills with attention to detail. Strong interpersonal skills with the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Proficient in MS Office software, including Word, Excel, PowerPoint, and Outlook.
  • Travel: Travel will be required within the region and occasionally outside of the region. A valid driver's license and a good driving record are required.
  • Physical Requirements: Depending on work assignment, may require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk and manipulate (lift, carry, move) light to medium weights of up to 20 pounds. Requires good hand-eye coordination, arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard, operate equipment, and read technical information. Overall mobility is essential. May include sitting for long periods, driving a vehicle, and working under challenging conditions. May include working evenings and/or weekends occasionally.
  • Work Conditions: Work is performed indoors with some potential for exposure to safety and health hazards related to emergency services relief work. May travel and participate in meetings and conferences throughout chapter jurisdiction, state, and Red Cross system. Because the Red Cross is a disaster response organization, staff may be asked to be on 24-hour call during periods of major disaster.
Benefits for You:
We take care of you while you take care of others. As a mission-driven organization, we believe our team needs great support to do great work. Our comprehensive benefits help you balance home and work. With our resources and perks, you have incredible opportunities at the American Red Cross to advance your career.

• Medical, Dental, and Vision plans

• Health Spending Accounts & Flexible Spending Accounts

• PTO + Holidays

• 401K with 5% match

• Paid Family Leave

• Employee Assistance

• Disability and Insurance: Short + Long Term

• Service Awards and recognition

Join our team and make a difference every day.

The American Red Cross is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Interested in Volunteering?

Life's emergencies don't stop, and neither do American Red Cross volunteers, who represent more than 90 percent of our workforce to help prevent and alleviate human suffering. You can make a difference by volunteering in a position that appeals to you and allows you to use your unique skills and talents. The Red Cross relies on generous volunteers who give their time and talent to help fulfill our lifesaving mission.

Visit to learn more, including our most-needed volunteer positions.

To view the EEOC Summary of Rights, click here: Summary of Rights

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