Operations Administrator (Part-Time)

Essential Responsibilities

Partner Administration

• Maintain and update the distribution partner database.
• Send and track monthly distribution request forms.
• Follow up with partners regarding submissions, deadlines, and routine communications.
• Maintain organized partner files and records.
• Prepare partner communications as directed.

Administrative Support

• Manage the Executive Director’s calendar and coordinate meetings.
• Prepare meeting agendas and supporting materials.
• Draft routine correspondence and organizational communications.
• Answer and route general organizational emails and phone calls.
• Maintain organizational policies, forms, and administrative files.

Volunteer Administration

• Manage volunteer registrations and confirmations.
• Maintain volunteer records and sign-in documentation.
• Communicate event details and reminders to volunteers.
• Track volunteer participation and volunteer hours.

Board Support

• Prepare board meeting packets and supporting materials.
• Record meeting minutes.
• Track board action items and follow-up tasks.
• Maintain governance documents and board records.

Grant Administration

• Maintain a grant compliance calendar.
• Track reporting deadlines.
• Organize grant documentation and supporting files.
• Collect program data needed for grant reporting.
• Assist in preparing required grant reports.

Office & Vendor Coordination

• Order office supplies and approved event materials.
• Coordinate routine communication with office vendors, printers, and service providers.
• Maintain vendor files and service schedules.
• Process approved purchase orders and coordinate deliveries.
• Receive and distribute organizational mail and deliveries.

Data & Records Management

• Maintain organizational databases, spreadsheets, and CRM records.
• Maintain digital filing systems and organizational archives.
• Track administrative invoices and organizational records.
• Prepare donor acknowledgment letters.
• Generate routine reports as requested.

English

Minimal Spanish