operations administrative assistant

Pergomatic

PERGOMATIC&reg; is a design and production company specializing in high-end motorized pergolas, awning systems, and outdoor enclosure solutions. We focus on delivering modern, premium outdoor structures designed for comfort, functionality, and long-term performance.As a fast-growing company with operations in the U.S. and Europe, we are building a team of reliable and driven individuals who want to grow with us and play a key role in our day-to-day operations.Position Summary: The Operations Administrative Assistant supports the operations team with day-to-day administrative tasks, client communication, and project coordination.This role is focused on keeping projects organized, ensuring clear communication with clients, and assisting with internal processes such as scheduling and permitting follow-ups.It&rsquo;s a hands-on position suited for someone who is organized, responsive, and comfortable working in a fast-paced environment where attention to detail matters.Key Responsibilities:<ul><li>Communicate with clients via phone and email</li><li>Schedule appointments, consultations, and follow-ups</li><li>Provide updates to clients and maintain clear communication throughout projects</li><li>Track project progress and update CRM and internal systems</li><li>Support permitting processes, including follow-ups with cities and partners</li><li>Coordinate with internal teams to keep projects moving</li><li>Maintain organized records and documentation</li><li>Assist with general administrative and operational tasks</li></ul>QUALIFICATIONS:<ul><li>Strong written and verbal communication skills</li><li>Highly organized with strong attention to detail</li><li>Ability to manage multiple tasks and priorities</li><li>Comfortable working in a fast-paced environment</li><li>Reliable with strong follow-through</li></ul>Preferred (Not Required)<ul><li>Experience in administrative support, operations, or coordination roles</li><li>Familiarity with construction or project-based environments</li><li>Experience working with CRM systems or project tracking tools</li></ul>WHAT WILL YOU GET? We offer competitive compensation and a comprehensive benefits package, including:<ul><li>Medical, dental, and vision insurance</li><li>Paid vacation and time off</li><li>A collaborative and supportive team environment</li><li>Opportunity to grow within a fast-moving company</li></ul>DISCLAIMER: This job description outlines the primary responsibilities of the role and is not a complete list of all duties. Responsibilities may evolve based on business needs.PERGOMATIC&reg; is an equal opportunity employer and makes employment decisions based on qualifications, merit, and business needs.Job Type: Full-timePay: $17.13 - $27.00 per hourWork Location: In person

Operations Administrative Assistant

Stanley Center for Peace and Security

Do you want to be part of a mission-driven organization dedicated to real-world change?The Stanley Center for Peace and Security seeks a part-time operations assistant to contribute to the organization&rsquo;s vision, mission, and strategic goals by ensuring that databases are updated accurately and timely, collaborating with the operations team and completing various data driven responsibilities while communicating effectively in an open, professional manner.The selected candidate will be detail-oriented, organized and diligent with:<ul><li>An understanding of various data entry systems, standards and expectations.</li><li>Working knowledge of Microsoft Excel, Outlook and Word.</li><li>The ability to learn new systems and software quickly.</li><li>The ability to work independently within a structured environment.</li><li>Excellent time management and prioritization skills.</li><li>Experience with Zoom and other virtual meeting platforms.</li><li>Clear written and verbal communication skills.</li><li>Effective collaboration and responsiveness.</li><li>Ability to handle confidential information with discretion.</li><li>Manage recurring responsibilities consistently within limited weekly hours.</li></ul>Only complete applications will be considered.About the Stanley CenterThe Stanley Center for Peace and Security partners with people, organizations, and the greater global community to nurture policy progress and systems change on three global challenges&mdash;mitigating climate change, avoiding the use of nuclear weapons, and preventing mass violence and atrocities. Based in Muscatine, Iowa, the center&rsquo;s home is one of the most ecologically sustainable office buildings in the world.Full Position DescriptionThe part-time Administrative Assistant provides ongoing operational and data support to ensure accurate database management, timely event tracking, and effective team coordination. This permanent, part-time position averaging 10 hours per week requires strong attention to detail, consistency, and the ability to work independently while collaborating closely with the Operations team.Primary ResponsibilitiesData Entry and Database Management <ul><li>Creates new events and enters contact information into the Center&rsquo;s database ensuring accuracy and adherence to established data entry protocols.</li><li>Collaborates with the Operations Specialist to obtain and verify event-related information.</li></ul>Database Upkeep and Special Projects <ul><li>Assists with routine database maintenance using reports.</li><li>Supports special database or data-cleanup projects in coordination with the Operations Coordinator.</li><li>Helps maintain accurate and current records.</li><li>Converts new web subscriber leads into contact records in a timely manner ensuring accuracy.</li></ul>Event Tracking <ul><li>Maintains and updates the Master Event spreadsheet tracking for all Center events and follow up on any discrepancies.</li></ul>Team Support <ul><li>Provides general administrative support to the Operations team.</li><li>Assists with additional tasks and operational priorities as assigned.</li></ul>QualificationsThe ideal candidate will demonstrate an interest in and commitment to our three global challenges&mdash;mitigating climate change, avoiding the use of nuclear weapons, and preventing mass violence and atrocities. In addition, the ideal candidate will have:<ul><li>Previous database system experience</li><li>Experience with event tracking or operations functions</li><li>Previous experience working in a mission-driven or nonprofit organization</li><li>An abiding interest in diverse cultures and worldviews.</li><li>Strong organizational, communication, and collaboration skills.</li><li>Demonstrated ability to pay careful attention to detail.</li><li>The ability and interest to learn quickly from colleagues across departments and disciplines.</li></ul>Additional desirable traits include:<ul><li>Previous salesforce or other CRM/database system</li></ul>Applicants must be legally authorized to work in the United States. A preemployment background check is conducted after a job offer. Past justice system involvement does not automatically disqualify a candidate from employment; background checks are evaluated individually in relation to the specific role.Classification: This is a part-time, nonexempt, hourly position reporting to the Director of Operations.Schedule: Generally, all staff members are required to be in the office on Mondays and Thursdays. Due to the limited weekly hours of this position, this requirement can be discussed and is somewhat flexible.Compensation: The hourly rate for this position is $29.05 and aligns with the Stanley Center&rsquo;s values of offering a living wage to all staff members. The center also offers opportunities for learning and professional growth within the organization.Our Location: 304 Iowa Ave, Muscatine, Iowa.Pay: $29.05 per hourWork Location: Hybrid remote in Muscatine, IA 52761

H&R Block

<div>
 
 
 Our Company
 
 
 
 
 We care about helping people. Our purpose is to provide help and inspire confidence in our clients and communities everywhere. Our associates feel a sense of belonging in an inclusive place with an amazing history and a sharp focus on our future. Our connected culture is who we are and how we work together to achieve our strategies, accelerate our transformation, and achieve extraordinary results. It&rsquo;s an exciting time to be a part of H&amp;R Block!
 
 
 
 
 What you'll do...
 
 
 
 
 As an Operations Admin, you will be responsible for providing district(s) operational and hiring support, ordering supplies, and general administrative duties as related to the overall office&rsquo;s operations.
 
 
 
 Day to day you'll&hellip;
 
 
 
 <ul>
 <li>
 Provide seasonal hiring support in the H&amp;R Block applicant tracking system and administrative support to the District Operations Coordinator (DOC) supporting the overall district(s) offices
 </li>
 <li>
 Provide hands on Tax Office Associate support with Preparer Tax Identification Number (PTIN) renewal/payment
 </li>
 <li>
 Receive communication (written, telephone and electronic) from offices who have a concern or a need around supplies, facilities, or support; document nature of problem, research solutions, and resolves issues or escalate to DOC, Company Support Manager (CSM), or District General Manager (DGM) as needed
 </li>
 <li>
 Communicate with DOC/DGM/Field Associates around Administrative Support Tasks
 </li>
 <li>
 Source vendors for local facility tickets and set up with approved payment process
 </li>
 <li>
 Review and verify invoices and prepare payment in Coupa and/or corporate credit card expense for the DOC&rsquo;s approval
 </li>
 <li>
 Maintain a technical working knowledge of systems used to support district(s) i.e. Microsoft Teams and Microsoft Suite applications including virtual tools; may include internal systems
 </li>
 <li>
 Attend training related to the effective and efficient performance of job duties
 </li>
 <li>
 Other duties as assigned by the DOC or in partnership with the CSM
 
 
 </li>
 </ul>
 
 Education:
 
 
 
 
 What you'll bring to the team...
 
 
 
 <ul>
 <li>
 High school diploma or equivalent
 
 
 </li>
 </ul>
 
 Work Experience:
 
 
 
 <ul>
 <li>
 Ability To Communicate Clearly And Calmly On The Telephone, Email, And Chat And Use Effective Customer Service Techniques With Associates Who May Be Under Stress
 </li>
 <li>
 Ability To Work Independently With Minimal Supervision
 </li>
 <li>
 Customer Service Experience
 </li>
 <li>
 Demonstrated Decision Making, Analytical, And Problem-Solving Skills
 </li>
 <li>
 Demonstrated Organization, Prioritization, And Project Coordination Skills
 </li>
 <li>
 Effectively Demonstrate Oral, Written, And Interpersonal Communication Skills; Ability To Interact With All Levels Of Associates
 </li>
 <li>
 Effective Time Management And Organization Skills With The Ability To Handle Multiple Priorities
 </li>
 <li>
 Experience Working With Windows Environment
 </li>
 <li>
 Some Experience, Or Ability To Learn To Support Microsoft Operating Systems, Networking Connectivity, Computer Peripheral Equipment, Software Applications, And Remote Tools
 
 
 </li>
 </ul>
 
 It would be even better if you also had...
 
 
 
 
 Work Experience:
 
 
 
 <ul>
 <li>
 1-3 years administrative experience
 
 
 </li>
 </ul>
 
 Why work for us
 
 
 
 Since 1955, we have been leaders in tax preparation, financial services, and small business solutions. With 70,000 associates and 9,000 retail tax locations across North America, Australia, Ireland, and India, we have helped millions of clients and countless communities. If you embrace challenges as opportunities, value winning as a team, and seek to make a meaningful difference, join us on our journey. You&rsquo;ll reap the rewards of helping others along with competitive compensation and benefits to support your health and well-being.
 
 
 
 Specific benefits may vary based on your role. For detailed eligibility requirements and benefits information, visit blockbenefits.com.
 
 
 
 
 Equal Opportunity Employer
 
 : H&amp;R Block does not tolerate discrimination based on a person&rsquo;s race, color, religion, ancestry, age, sex/gender (including pregnancy, childbirth, related medical conditions and sex-based stereotypes and transgender status), sexual orientation, gender identity or expression, service in the Armed Forces, national origin, physical or mental disability, genetic information, citizenship status or any other status protected by law.
 
 
 
 Pay Range Information
 
 
 
 The pay range for this position is listed below. Local minimum wage laws apply. This information is posted pursuant to local requirements to provide applicants with information about what they might be eligible to receive. Individual pay decisions will depend on job-related factors such as experience, education, skill, performance, and geographic location where work will be performed. Successful candidates may be able to participate in one or more incentive compensation or short-term incentive plans, which could generate additional earnings in accordance with the terms of each plan. Qualifying associates can enroll themselves and/or their eligible dependents in medical and prescription drug coverage; can participate in the H&amp;R Block Retirement Savings Plan (401(k) Plan), the Employee Assistance Program, (virtual) fitness center programs, and the associate discount program; are automatically enrolled in Business Travel Accident Insurance; and receive Associate Tax Prep benefit.
 
 
 
 Pay Range
 
 
 
 $19.28 - $28.89/Hr.
</div>

Seasonal, Operations Administrative Assistant

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 40</li>
<li>Standard Work Schedule: Core business hours Monday-Friday, schedules vary</li>
<li>Salary Range: 65,300.00 -69,010.00</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div> 
<div></div>

Position Summary

The FPO Ambulatory Facilities Administrative Assistant coordinates all the day-to-day administrative support for the Ambulatory Facilities Operations Office. In addition, the administrative assistant manages assigned projects/initiatives and, as a member of the facilities support team, ensures that service level agreements are met and facilities issues are addressed promptly and timely.

Responsibilities

Essential Duties
<ul><li>Coordinate meetings, appointments, and conferences for Assistant Director and staff as needed.</li>
<li>Work closely with CU Departments, NYPH Facilities, and Environmental services to ensure the professional upkeep of ColumbiaDoctors spaces and make sure all issues/requests are processed in a timely manner.</li>
<li>Attend meetings and assist with the determination of project requirements.</li>
<li>Coordinate and lead walkthroughs with departments and vendors as needed.</li>
<li>Coordinate internal resources and third-party vendors for projects.</li>
<li>Coordinate the processing of purchase orders and project contracts.</li>
<li>Work closely with Purchasing and ARC team to verify that all project documents are processed accurately and in a timely manner.</li>
<li>Communicate relevant project information to requesting departments, vendors, and the NYPH facility team as needed.</li>
<li>Coordinate NYPH painting requests for all ColumbiaDoctors departments from inception to completion.</li>
<li>Maintain ongoing logs of all NYPH painting requests.</li>
<li>Coordinate painting, flooring, window treatment/cleaning requests for all ColumbiaDoctors Departments</li>
<li>Process invoices and purchase orders.</li>
<li>Assist in coordinate all necessary paperwork for year-end financial reconciliation/closing.</li>
<li>Perform miscellaneous administrative duties as assigned</li>
</ul>
Project Management
<ul>
<li>Participates and/or supports assigned projects and initiatives. Executes tasks and coordinates services including scheduling and supervision of tasks. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Conducts research and gap analysis as needed. Provides administrative support for projects as needed.</li>
<li>Assist in the financial closure of all refurbishment and non-refurbishment projects.</li>
</ul>
People
<ul>
<li>Assists Supervisor on recruiting and human resource management activities as needed including vendor and other outsourced staff-related activities. Under the direction of the Supervisor, helps to monitor those service level agreement (as related to staffing and performance) are adhered to.</li>
<li>Promotes staff professionalism and performance modeling behavior, team accountability, and demonstrating best practices/techniques.</li>
<li>Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction.</li>
</ul>
Other
<ul>
<li>Keep current on all organizational, practice, and patient privacy policies (e.g. infection control, HIPAA), goals, initiatives, and required trainings.</li>
<li>Maintain a safe and secure work environment by following all OSHA, EH&amp;S, and public safety policies and guidelines.</li>
<li>Successfully complete all required university, hospital, and department trainings.</li>
<li>Must be available to work nights and weekends</li>
</ul>
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Minimum Qualifications
<ul>
<li>Bachelor's Degree</li>
<li>An equivalent combination of education and experience may be considered.</li>
<li>The candidate must be well organized and be able to manage a demanding workload in an accurate and timely manner.</li>
<li>Proficiency in problem assessment, resolution, and collaborative problem-solving in interdisciplinary settings.</li>
<li>Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with staff, providers, and organizational stakeholders.</li>
<li>Ability to work independently, follow through, and handle multiple tasks simultaneously.</li>
<li>Ability to work collaboratively with a culturally diverse staff and patient/family population, demonstrating tact and sensitivity in stressful situations.</li>
<li>Proficiency in Microsoft Office (Word &amp; Excel) or similar software is required, and an ability and willingness to learn new systems and programs.</li>
<li>Must be a motivated individual with a positive mindset and exceptional work ethic.</li>
<li>Must successfully complete systems training requirements</li>
</ul>
Competencies
Patient Facing Competencies
Minimum Proficiency Level
Accountability &amp; Self-Management
Level 3 - Intermediate
Adaptability to Change &amp; Learning Agility
Level 2 - Basic
Communication
Level 2 - Basic
Customer Service &amp; Patient Centered
Level 3 - Intermediate
Emotional Intelligence
Level 2 - Basic
Problem Solving &amp; Decision Making
Level 3 - Intermediate
Productivity &amp; Time Management
Level 3 - Intermediate
Teamwork &amp; Collaboration
Level 2 - Basic
Quality, Patient &amp; Workplace Safety
Level 2 - Basic
Leadership Competencies
Minimum Proficiency Level
Performance Management
Level 1 -Introductory
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Ambulatory Facilities Operations Administrative Assistant

Rising Calm Center

Rising Calm Center &ndash; Jacksonville, FLPathway to Paid Leadership Role Part-Time | Unpaid Internship | 1-Year CommitmentAbout Rising Calm CenterRising Calm Center is a faith-based Christian counseling and coaching organization dedicated to helping individuals move from anxiety, overwhelm, and discouragement into emotional resilience, spiritual clarity, and purposeful living.Our work integrates biblical principles with practical emotional wellness tools and structured growth programs. We are developing workshops, group programs, and online resources designed to help more people experience lasting transformation.Position OverviewWe are seeking a highly organized and tech-savvy Operations &amp; Program Growth Intern to support client intake, operational systems, marketing initiatives, and program development.This internship is designed for someone who wants hands-on experience in the operations and growth of a Christian counseling and coaching organization.This is not an observational internship. Interns will actively contribute to projects and operational systems that support the mission and growth of Rising Calm Center.Strong interns may have the opportunity to transition into a paid Operations &amp; Program Growth Coordinator role as the organization expands.Commitment<ul><li>Minimum 1-year internship commitment</li><li>10 structured hours per week focused on intake response, CRM management, and operational tasks</li><li>Up to 15 flexible hours per week for project-based work</li><li>Some availability between 8:00 AM &ndash; 5:00 PM Monday&ndash;Friday for responding to client inquiries</li></ul>Primary Responsibilities: Client Intake &amp; Lead Response<ul><li>Respond to new client inquiries via phone, text, or email</li><li>Provide clear and welcoming communication to prospective clients</li><li>Help guide qualified leads toward scheduling consultations or services</li><li>Ensure all leads receive timely follow-up and communication</li></ul>CRM &amp; Operational Systems<ul><li>Manage and organize leads using GoHighLevel CRM</li><li>Maintain accurate client records and communication logs</li><li>Help maintain intake pipelines and follow-up workflows</li><li>Track leads, bookings, and program participation</li></ul>Program Development &amp; Launch Support<ul><li>Assist in developing Rising Calm programs such as The Wholehearted Way</li><li>Help organize workshop materials and curriculum</li><li>Support setup and coordination of online webinars and digital programs</li><li>Assist with participant enrollment and program logistics</li></ul>Marketing &amp; Community Outreach<ul><li>Assist with marketing initiatives and awareness campaigns</li><li>Support email campaigns and outreach through CRM systems</li><li>Participate in community networking or outreach opportunities in Jacksonville</li><li>Help increase awareness of Rising Calm Center services and programs</li></ul>Leadership Development<ul><li>Assist in recruiting, leading, and coordinating additional interns</li><li>Help organize operational workflows and systems</li><li>Develop leadership and program management experience</li></ul>Technical SkillsIdeal candidates should be comfortable learning and using tools such as:<ul><li>GoHighLevel CRM</li><li>Google Workspace (Docs, Sheets, Drive)</li><li>Scheduling and communication platforms</li><li>Email marketing tools</li></ul>Strong organizational and technology skills are essential.Location<ul><li>Jacksonville, Florida (primary location)</li><li>Some in-person outreach or promotional activities may occur locally</li><li>Occasional travel to Gainesville for special events may be requested</li></ul>Professional DevelopmentInterns gain real-world experience in:<ul><li>Christian counseling and coaching environments</li><li>Client intake and communication systems</li><li>CRM and marketing automation</li><li>Program development and workshop coordination</li><li>Leadership and organizational growth</li></ul>Successful interns may receive mentorship, a letter of recommendation, and potential opportunity for a future paid role.Important NoteRising Calm Center provides faith-based biblical counseling and coaching, not clinical mental health training.Who This Role Is Best ForThis role is ideal for someone who:<ul><li>Is organized and dependable</li><li>Enjoys communicating with people</li><li>Is comfortable using technology and digital tools</li><li>Is interested in counseling, psychology, ministry, marketing, or entrepreneurship</li><li>Wants hands-on experience helping grow a mission-driven organization</li></ul>People with background in psychology, counseling, ministry, communications, marketing, or business programs are encouraged to apply.How to ApplyPlease submit:<ul><li>Resume</li><li>Brief introduction about yourself</li></ul>Also include a short paragraph answering this question:Why are you interested in helping grow a Christian counseling and coaching organization, and what strengths would you bring to this role?Benefits:<ul><li>Flexible schedule</li></ul>Work Location: In person

Operations & Administrative Assistant | Education & Goal Driven

Bio-Medical Instruments Inc

Sales Operations Coordinator / Administrative AssistantBio-Medical Instruments &ndash; Full Time (Onsite 9am-5pm Mon-Fri)Bio-Medical Instruments is looking for a reliable, detail-oriented team member to support our sales and customer operations. This role is a mix of administrative work, customer communication, and internal coordination.This is not a &ldquo;sit and wait for instructions&rdquo; position. The right person will take ownership of daily tasks, stay organized without constant direction, and be comfortable making decisions about what needs attention and what can be handled independently.What You&rsquo;ll Be Responsible ForDaily Operations<ul><li>Enter and process customer orders accurately in Salesforce</li><li>Maintain and update customer records, including account categorization</li><li>Monitor shared email inboxes and assign messages to the appropriate team member</li><li>Handle incoming phone calls and route or resolve them appropriately</li><li>Assist the shipping department with picking and packing orders.</li></ul>Customer Support<ul><li>Answer common customer questions about products, availability, and orders</li><li>Help customers understand basic product differences and compatibility</li><li>Provide quotes and follow up on requests</li><li>Assist with returns, exchanges, and order issues</li></ul>Coordination &amp; Support<ul><li>Ensure emails, calls, and requests are handled or assigned correctly</li><li>Follow up on open items to make sure nothing falls through the cracks</li><li>Support the team with quotes, orders, and general coordination</li><li>Creating packages (counting electrodes, packaging support)</li><li>Assist with logistics like trade shows, travel, and scheduling when needed</li></ul>Marketing Support (Weekly)<ul><li>Help prepare and send weekly marketing emails (Dotdigital)</li><li>Maintain email lists and ensure campaigns are executed on time</li><li>Optionally contribute ideas in marketing discussions</li></ul>Qualifications<ul><li>Strong attention to detail and organization</li><li>Ability to manage multiple tasks and switch context quickly</li><li>Clear, professional communication (written and verbal)</li><li>Willingness to learn new systems and product information</li><li>Someone ok with dogs (we are a dog friendly office)</li><li>General computer proficiency (email, data entry, basic systems)</li><li>Friendly, professional customer service attitude</li><li>Ability to work both independently and as part of a team</li><li>Resourceful and proactive problem-solving skills</li><li>Previous office experience preferred (not required)</li><li>High school diploma or equivalent / Associates Degree or higher preferred</li></ul>Systems You&rsquo;ll Use<ul><li>Salesforce</li><li>Gmail / Google Workspace</li><li>Magento (eCommerce platform)</li><li>Dotdigital (email marketing)</li><li>ShipStation (shipping/logistics)</li><li>RingCentral (phone system)</li><li>Wordpress</li><li>Microsoft Office</li></ul>Growth OpportunityThis role is designed to grow over time. As you become more familiar with our products and processes, you&rsquo;ll take on more responsibility in customer support, order coordination, and internal operations.Schedule<ul><li>Full-time, Monday&ndash;Friday</li><li>9:00 AM &ndash; 5:00 PM</li></ul>Compensation &amp; Benefits<ul><li>$15 &ndash; $18 per hour (based on experience)</li><li>HAP HMO Healthcare (100% employer-paid premium)</li><li>Optional dental/optical (100% employer paid premium)</li><li>401(k) match and profit sharing after 1 year</li><li>Paid Time off</li></ul>About UsBio-Medical Instruments is a small, close-knit team of 7 employees with over 50 years ofexperience in biofeedback and neurofeedback equipment and supplies. We pride ourselveson maintaining a relaxed, supportive, and team-oriented work environment.Our office culture is laid-back but productive&mdash;some days are fast-paced and busy, whileother days are more flexible. We also have a dog-friendly office, so candidates must becomfortable around dogs.Learn more: www.bio-medical.comJob Type: Full-timePay: $15.00 - $18.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Sales Operations Coordinator/Administrative Assistant

Denver Tramway Heritage Society

The nonprofit Denver Tramway Heritage Society is seeking a permanent part-time Administrative and Operations Assistant. The successful candidate will work independently out of their home office to support the Board of Directors, Operations Committee, seasonal staff, and volunteers. Most work will be remote but the Administrative and Operations Assistant will be required to attend annual meetings in Denver in the spring.The Denver Tramway Heritage Society is a 501(c)(3) membership-based, non-profit organization that operates the Denver Trolley (DT) along Denver&rsquo;sSouth Platte River between Confluence Park and Old West Colfax Avenue. The Trolley is managed, operated and maintained primarily by volunteers.The regular summer operating season runs from Memorial Day weekend through mid-August, in addition to special operations. This is a part-time, year-round position, providing administrative and operations/program support to the organization. The hours are variable and are dictated by the seasonality of the DTHS&rsquo; programming. In general, there is more work beginning in April and lasting through the summer operating season, and less work during the football stadium shuttle operations (September through December/early January) and the off-season (January through March). During the operating season, the successful candidate can expect to work between eight and 10 hours per week. During the remainder of the year, the successful candidate can expect to work between five and seven hours per week.DUTIES:I. FinancialThe Administrative and Operations Assistant coordinates day-to-day financial transactions.Bookkeeping: Gathering documentation and details for day-to-day bookkeeping transactions<ul><li>Prepare and take deposits, post details to monthly spreadsheet.</li><li>Track and post debit card and automatic electronic transactions to monthly spreadsheet.</li><li>Work with Board Treasurer to ensure timely and accurate processing of payments and deposits, closing out monthly spreadsheet in a timely manner, and accurate organized management of the organization&rsquo;s files and data.</li></ul>Payroll<ul><li>Gather, verify time submitted, provide info to Treasurer for timely processing of bi-weekly payroll, enter staff hours into COPAC system for payroll processing as needed.</li><li>Distribute (mail or in-person) copies of checks to seasonal staff.</li><li>Manage files.</li></ul>II. ReportingThe Administrative and Operations Assistant works with the Treasurer to gather and organize data for completing timely reporting to various government and non-governmental agencies as needed.Public Utilities Commission (PUC)<ul><li>Provide ridership and financial details</li><li>CO DR 0525 and Annual Report of Public Utility Intrastate Gross Operating Revenue</li></ul>Colorado Secretary of State<ul><li>Charitable solicitations registrations</li></ul>Scientific and Cultural Facilities District (SCFD)<ul><li>Ridership, volunteer, and financial data for grant requests and grant reports</li></ul>III. Support to Board of DirectorsThe Administrative and Operations Assistant provides administrative support directly to the Board of Directors.Board Meetings (up to 10 meetings per year)<ul><li>Work with Board Chair to develop agenda</li><li>Create meeting packet, distribute to Board</li><li>Take meeting minutes, distribute to Board</li><li>Follow up on action items from meeting, as needed</li></ul>IV. Fund DevelopmentThe Administrative and Operations Assistant tracks donations, processes donation acknowledgements, and works with the Board on researching and developing grant proposals and grant reports.<ul><li>Donations: receive, record, acknowledge</li><li>Grant proposals for funding: at the Direction of the Board of Directors, research funding opportunities, work with Board to develop proposals</li><li>Coordinate Colorado Gives Day profile updates, outreach to members and community.</li></ul>V. Data CollectionThe Administrative and Operations Assistant tracks and collects data needed for grant proposals, reports, and organizational decision-making.<ul><li>Ridership data</li><li>Volunteer hours</li><li>Event data</li><li>Additional data as needed</li></ul>VI. MembershipThe Administrative and Operations Assistant coordinates the membership processes and communicates with members<ul><li>Process annual membership campaign: send renewal letters, send documentation to renewing members, send documentation to new members, update membership Google sheet</li><li>Assist with logistics for the annual membership meeting held each November</li></ul>VII. OperationsThe Administrative and Operations Assistant provides support to the Operations Committee as it manages DTHS programs related to Trolley operations.Staff Recruiting:<ul><li>Place seasonal job postings on previously identified internet job sites, monitor placements and refresh as necessary.</li><li>Identify additional internet job sites and post as agreed upon.</li><li>Receive email responses from job sites.</li><li>Vet responses and send complete applications to hiring coordinator.</li><li>Reply to incomplete form letter application responses requesting a refined response.</li><li>Send second-pass applications to hiring coordinator.</li><li>Distribute candidate information to other volunteers at specified times in hiring process.</li></ul>Volunteer Recruiting<ul><li>Place job postings on previously identified internet volunteer recruiting sites, monitor placements and refresh as necessary.</li><li>Identify and recommend potential internet volunteer recruiting sites and post as agreed upon.</li><li>Identify and recommend potential print volunteer recruiting sites and submit copy as agreed upon.</li><li>Identify and recommend potential locations for placing posters for recruiting volunteers and post as agreed upon.</li><li>Identify opportunities for presentations and coordinate scheduling of them.</li><li>Receive email responses from volunteer sites and send to volunteer coordinator.</li><li>Assist with new volunteer open house preparations and operation as requested.</li><li>Assist with annual volunteer recertification meeting as requested.</li></ul>Staff Onboarding<ul><li>Email specified documents to newly hired employees at specified times in onboarding process.</li><li>Assist new employees with connecting with Trolley&rsquo;s scheduling calendar and making entries on it.</li><li>Share contact information among new employees and designated organization members at specified times in onboarding process.</li></ul>Volunteer Onboarding<ul><li>Email specified documents to new volunteers at specified times in onboarding process.</li><li>Assist new volunteers with connecting with Trolley&rsquo;s scheduling calendar and making entries on it.</li><li>Share contact information among new volunteers and designated organization members and seasonal employees at specified times in onboarding process.</li></ul>Additional Operations Tasks<ul><li>Respond to inquiries about charters and group reservations, schedule operations, and notify designated Trolley staff and volunteers.</li><li>Receive daily reports of volunteer hours and record in spreadsheet.</li><li>Notify Volunteer Coordinator when each new volunteer has completed 12 hours of operations.</li></ul>VIII. Communication and Social MediaThe Administrative and Operations Assistant monitors and manages communication received (e-mails, phone calls), and maintains social media and website.<ul><li>Pick up and process mail from post office box</li><li>Monitor communication to DTHS through info@denvertrolley.org and programs@denvertrolley.org e-mail accounts</li><li>Monitor DTHS voice mail</li><li>Assist with managing DTHS social media platforms (Facebook, Twitter)</li><li>Assist in updating the DTHS website</li><li>Use MailChimp to create periodic e-newsletters for members-only and main e-mail list</li></ul>IX. Additional ResponsibilitiesThe Administrative and Operations Assistant will take on additional administrative and programs tasks and responsibilities as agreed upon with the DTHS Board of Directors.APPLICANT REQUIREMENTS:<ul><li>Applicant must have daily internet access and PC/Mac for completing work. Note that DTHS does not have office space.</li><li>Applicant must be proficient in Word, Excel, and Google apps (Gmail, Google Calendar, Google Docs, Sheets, and Google Drive). Familiarity with Publisher and MailChimp and ability to assist in updating DTHS website a plus.</li><li>Applicant must possess a valid automobile driver&rsquo;s license and reliable automobile.</li><li>Applicant must possess a working cell phone.</li><li>Applicants will be subject to a background check through the Colorado Bureau of Investigation.</li></ul>To apply, please submit a resume and cover letter to jobs@denvertrolley.org.Pay: $20.00 - $25.00 per hourExpected hours: 5.0 &ndash; 10.0 per weekBenefits:<ul><li>Flexible schedule</li></ul>Work Location: Hybrid remote in Denver, CO 80202

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