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Business Operations Coordinator

2 months ago

Madison, Wisconsin, United States American Red Cross Full time
About the Role

We are seeking a highly organized and detail-oriented Business Operations Coordinator to join our team at the American Red Cross. As a key member of our operations team, you will be responsible for providing administrative support, managing facilities and assets, and coordinating events.

Key Responsibilities
  • Facilities Management: Assist with facility projects throughout the region, ensuring preventive maintenance and repairs are completed within budget and using the appropriate system to pay vendors. Develop and maintain relationships with vendors supporting each physical location, obtain proposals for potential new vendors, and serve as a liaison with other sectors for shared facilities/assets.
  • Asset Management: 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, process termination reports within required timelines, and review security assessments as required.
  • Volunteer Coordination: Coordinate and train volunteers to assist with less complex daily transactional work, such as data input and clerical support.
  • Events: Participate in planning events, maintain insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items, including alcohol.
  • Reports and Data: Provide guidance and data for grant reporting, prepare various internal reports, and respond to internal and external requests for information and/or documentation.
  • Operations SOPs: Develop, maintain, and distribute a regional SOP manual, provide training to ensure consistent processes and procedures related to operations functions throughout the region.
  • Business Applications and IT Services: Provide support using the appropriate system to troubleshoot phone and computer issues for the region and assist with tech services requests.
Requirements
  • Education: High school or equivalent required; associate's degree in accounting, business, or public administration preferred.
  • Experience: Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business, or equivalent combination of education and related experience required.
  • Skills and Abilities: Ability to work on a team, plan, prioritize, and organize work to maximize team performance and meet customer expectations; excellent organizational skills and ability to work with attention to detail; strong interpersonal skills and ability to create and maintain collaborative work relationships within the organization and with external stakeholders; proficient with MS Office software, including Word, Excel, PowerPoint, and Outlook.
  • Travel: Travel will be required in the region and some outside of the region; a valid driver's license is required, and a good driving record is 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 ability to grasp, and visual acuity to use a keyboard, operate equipment, and read technical information.
  • 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 the 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.