I.         Title:  Operations Coordinator

1. Primary Function: We are seeking an Operations Coordinator to manage the day-to-day operations of the organization through critical administrative, communications, and strategic planning support.

Qualifications:

1. College degree, or equivalent working experience.
2. Knowledge of QuickBooks financial software a plus.
3. Knowledge of financial reporting a plus.
4. Must have expert knowledge of Microsoft Office, especially Excel spreadsheets.
5. Must work well in a team environment.
6. Excellent organizational, attention to detail, and communication skills.
7. Must be self-motivated and require little daily management direction.
8. Must have a flexible nature regarding working hours and working environment.
9. Demonstrated commitment to personal volunteerism and community involvement.
10. Grant writing, reporting, and maintenance experience.

Major Responsibilities:

Responsible for operational functions, to include:

1. Maintain and manage the financial database, using appropriate accounting procedures. Ensure financial database is consistently current and accurate at all times.  Correspond with CPA as needed.
2. Receive accounts payable notices and disburse Dove House funds with appropriate approval, accurately charging to appropriate account.
3. Research and resolve billing issues, financial questions, or issues, etc. without direction.
4. Process accounts receivable, credit to appropriate account. Make bank deposits.
5. Prepare cash flow projections and budget drafts as requested, based on input from the Executive Director.
6. Work closely with Board Treasurer including providing data and support for financial reports distributed at Board meetings.
7. Maintain all financial files in an orderly manner.
8. Annually, prepare for and work with external Auditor, providing all records as needed for completion of our annual audit.
9. Create/build/maintain internal medical billing program.
10. Maintain database for fundraisers.
11. Researches and identifies funding opportunities at local, state, and national level through philanthropic, corporate, and public entities.
12. Assists Executive Director with grant duties as directed.
13. Assists in planning and maintenance of Grant Calendar

Responsible for managing all administrative functions, to include:

1. Create and maintain wide variety of electronic files, especially Excel spreadsheets including formulas.
2. Attend Fundraising Committee meetings as requested to provide significant level of administrative support to Fundraising Chair/Committee members for major fundraisers. (Requires flexibility of working hours during fundraising events or planning meetings)
3. Assist Executive Director with grant administration tasks, including creating and maintaining effective follow-up system to ensure timely submission of grant reports.
4. Responsible for answering phones and taking / delivering messages
5. Primary receptionist for all non-client visits. Ensure minimal audible interruptions when clinical staff is working with clients or MDT.
6. Receive and appropriately act on incoming mail; prepare outgoing mail.
7. Run errands to include post office, purchasing office supplies, and bank deposits.
8. Always ensure fiscal responsibility when making purchasing decisions. Obtain Executive Director’s approval for purchases.
9. Maintain all administrative files in an orderly manner. Ensure Executive Director (ED) fully understands filing system so that information can be independently located in your office.
10. Be proactive in providing administrative support to clinical staff, and/or as requested, i.e., copying, managing office supplies, etc.
11. Proactively assist with ensuring a high level of orderliness of facility. Be primary staff liaison to Facilities Committee members regarding facility issues.
12. Develop a strong technical knowledge of common office equipment (computers, printers, fax machines, etc.; gain skills (through experience) that will assist staff with technical questions / issues.
13. Assume personal ownership in the success of Dove House. Carry out other responsibilities as independently identified or as assigned by the Executive Director.
14. Notary Certification

Meet accreditation standards by:

1. Attending training and professional development as needed.

Commit to teamwork by:

1. Committing to team goals and back up goals with actions.
2. Embracing collaboration
3. Holding self-accountable
4. Show commitment to team
5. Be flexible and consistently demonstrate a team-oriented attitude
6. Maintain highly effective, two-way communication with all team members.
7. Work closely with ED to ensure office communications are clear and effective in creating and preserving overall cohesive and efficient work environment.
8. Communicate any issues or concerns to ED on a timely basis.
9. Provide back-up for ED as requested, as well as other clinical staff members.
10. Perform other duties, with or without notice, as assigned.

Support the organization’s vision, mission, and core values by:

1. Demonstrating commitment to volunteering
2. Meeting the needs of victims
3. Demonstrating flexibility to varied work hours and environment
4. Make recommendations concerning changes to, or the development and implementation of, direct services, community education, and agency growth.
5. Assume personal ownership in the success of Dove House.
6. Carry out other responsibilities as they are developed within the Children’s Advocacy Protocol, or as assigned by the Executive Director.
7. Maintain professionalism through appropriate dress attire and attitude.

Physical Tasks & Required Skills

1. Required skills/abilities include:
2. Interpersonal skills and team-building ability
3. Organizational and coordination skills
4. Excellent written and verbal communication
5. Sound judgement and decision-making
6. Strong computer skills (Word, Outlook, PowerPoint, Excel)
7. Strong data entry ability (NCATrak)
8. Ability to handle confidential and sensitive information
9. Perform physical tasks to include: Adequate digital dexterity to operate a keyboard; Visual acuity adequate to read standard print; Sitting, standing, pushing, pulling, and climbing stairs

Job Details

Reports to:                  Executive Director

Job Status:                   Exempt

Supervises:                  None

Work Schedule:          Monday-Friday 8:30-4:30 (Fundraising events outside standard hours)

Remote Work:            Minimal (As directed and approved by the ED)

Travel:                        Occasional local travel for events and overnight travel for training

email Beth: beth@dovehouse.us