Sr. Operations Coordinator

 

Reporting to Sr. Director – Operations, the Sr. Operations Coordinator supports Leadership Memphis by responding to and servicing the departments and functions within the organization, including operations, finance, programs, alumni and signature events, and Volunteer Memphis.

This position will involve occasional contact with local executives and emerging leaders (program participants), stakeholders (including board members, alumni, donors and community leaders), and with various partners and other vendors to ensure all events and activities are successful.  This person will be a visible representative of the Leadership Memphis brand – customer service, quality and professional excellence must be paramount.

The Sr. Operations Coordinator will receive assignments through the Sr. Director-Operations to assist other team members. Time management will be an essential skill set to meet the expectations for this position.

JOB DUTIES/RESPONSIBILITIES

Organizational Support

• Perform office administration/support tasks such as answering phones and directing calls, assisting with guests to the office, processing and distributing incoming mail, maintaining organization files and records (ie AP, contracts, timesheets, personnel files, procurement, etc), ordering meals for meetings, etc.
• Maintain control of supplies, giveaways, and other inventory required for smooth and seamless program, event, etc execution. Includes inventory counts, preparation of materials to be taken to venues, loading of materials to be transported, unloading at the venue sites, repacking post event, and checking materials back in upon return to the supply area. Ability to lift up to 50 lbs is required.
• Perform finance support tasks including intake and processing of invoices and transmittal to accounting firm and other financial tasks as assigned. Assist with preparation of monthly Board reports and materials as required by Sr. Director of Operations.
• Assists and supports the relevant directors with program, operations, logistics & volunteer coordination for additional LM activities, events, projects, conferences, & programs in alignment with the Sr. Director and LM team.

Projects/Events

• Supports LM/VM events, networking events, projects and activities as agreed by the Sr. Director and the Dir Projects/Development Support, including planning, preparing, executing and follow up
• Coordinates with LM/VM team members, contractors and marketing/communications firm to deliver successful events with positive community visibility/outcomes.
• Other duties related to Projects/Events as determined By Sr Operations Director and Dir Projects/Dev Support.

Programs 

• Supports the Director of Programs as agreed by the Sr. Director Operations.  Sr Director Operations and Director of Programs will work together to determine specific roles and responsibilities for the Sr Operations Coordinator regarding LM programs, Executive and FastTrack, that may include overall program/class day research, planning, preparation, analysis, evaluations, presentation preparation, logistics, venue prep, projects, etc.
• Coordinates LM Program Class Days in support of the Director of Programs.
• Coordinates Learning & Serving Journey volunteer opportunities alongside Director of Programs that may involve alumni, including managing a list of updated community events and tracking participant reflection forms.
• Other duties as assigned by the Sr. Director Operations and Director Programs.

Volunteer Memphis

• Supports the Director of Volunteer Memphis as agreed by the Sr. Director Operations.
• Responds to call in and email questions from Galaxy platform users (nonprofits, registering/registered volunteers, corporate users, etc)
• Coordinates logistics and planning as needed for the VM Awards, 9/11 Day of Service, MLK Days of Service and other Volunteer Memphis events and engagements.
• Supports Director with other requests for volunteer services
• Support Director of Volunteer Memphis with grant and impact reporting as required.
• Other duties as assigned by the Sr. Director Operations and Director of Volunteer Memphis.

Competencies Required for Success

• Business maturity with the ability to remain calm and professional under stress
• Solid and professional communication skills
• Extraordinary multi-tasking skills
• Extraordinary time management and planning skills
• Problem assessment and problem solving
• Ability to prioritize multiple tasks coming from multiple directions, work independently, coordinate activities and be a self-starter.

Skills/Qualification REQUIREMENTS

• Bachelor’s degree required; preferred in communications, special event management, business administration and/or special projects/project management, with at least 2 years of experience working in a similar event and project coordinating role.
• High level of attention to detail and accuracy with strong organizational skills
• Communication skills – strong written and verbal
• Computer proficiency including Microsoft Office Suite (Excel, PowerPoint, Word). Knowledge of Mail Merge in Microsoft Office Word
• Willingness to learn and ask for help when needed
• Capacity to lift 50 lbs.
• Flexibility to work evenings and weekends as required
• Team and customer service orientation