Program Operations Specialist MN

2 days ago

Sioux City, Iowa, United States Creative Financial Staffing Full time

Overview

Creative Financial Staffing is seeking a detail-oriented and organized Program Operations Specialist to support our team in Woodbury, MN.

Salary:

$52,000 - $66,000 per year, depending on experience.

About the Role

The Program Operations Specialist will provide administrative, logistical, and communications support to the executive director and program teams. This role ensures smooth, efficient, and effective program delivery and office operations to advance our mission.

Main Responsibilities

  • Maintain accurate records of initial information regarding Diversion referrals, including database management and correspondence.
  • Coordinate Diversion Groups, including letters to clients, class registration, and reminder letters.
  • Produce reports for internal and external use, utilizing data from various sources.
  • Coordinate professional development logistics, ensuring seamless execution.
  • Manage compensation processes for youth leaders, including documentation, invoices, and stipend distribution.
  • Prepare session packets based on program templates, ensuring all necessary materials are included.

Administrative Duties

  • Ensure a welcoming reception area for board members, staff, clients, and visitors.
  • Manage and update the phone system according to organizational needs.
  • Process incoming and outgoing mail, as well as deliveries.
  • Maintain and update contact information for all employees and consultants.
  • Store and maintain essential documents, such as the Employee Handbook and Payroll Schedule.
  • Manage facilities and coordinate with vendors, adhering to established policies.
  • Purchase supplies and submit receipts for payment processing.
  • Conduct inventory of supplies, technology equipment, and promotional materials.
  • Develop and maintain a directory of vendors.
  • Provide recommendations for facility improvements, ensuring safety, upkeep, and communication.
  • Organize facility tours for rental or lease opportunities.

Event Management

  • Manage event inventory and develop a check-out process for staff to use display materials at onsite and off-site events.
  • Maintain an organization-wide calendar of activities, events, program dates, and other important details.
  • Coordinate staff meetings, preparing documents, setting up rooms, handling audio-visual equipment, and circulating meeting notes.
  • Register the Management and Program Teams for professional development, events, and make travel arrangements as needed.
  • Manage event logistics within budget constraints and adherence to policies.
  • Develop and coordinate annual Resource Development Plans for individual donors, funders, and partners.
  • Collaborate with the Administrative Team to enhance connections with supporters.
  • Create and coordinate volunteer recruitment, training, and coordination when applicable.
  • Support the Board of Directors as instructed by the Executive Director.
  • Oversee organization databases and serve as an expert resource for staff.
  • Generate reports to meet internal and external requirements.
  • Communicate with staff to troubleshoot and update systems to ensure accuracy and relevance.
  • Facilitate data collection, disaggregation, reporting, and presentation.
  • Compose data narrative reports to meet funding reporting requirements.
  • Enhance online presence through social media, website, and other platforms.

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