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Business Operations Coordinator

2 months ago

Madison, Wisconsin, United States American Red Cross Full time
Job Summary

We are seeking a highly organized and detail-oriented Business Operations Coordinator to join our team at the American Red Cross. This role will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our facilities and assets.

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.
  • Vendor Management: Develop and maintain relationships with vendors supporting each physical location, obtain proposals for potential new vendors, and provide backup support entering all invoicing, work orders, and real estate contracts into national systems.
  • Supply Chain Management: Responsible for various supply orders for all regional locations, maintain all regulatory documentation for the region, including cleaning, pest control, and security access documentation.
  • Volunteer Coordination: May coordinate and train volunteers to assist with less complex daily transactional work, such as data input and clerical support.
  • Events and Reporting: Participate in planning events, maintain insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items, including alcohol, and provide guidance and data for grant reporting.
  • 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.
  • IT Support: 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.
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 the ability to create and maintain collaborative work relationships within the organization and with external stakeholders.
  • 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 the 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.