Operations Programs Coordinator

Position Title: Operations Programs Coordinator

Supervisor: Chief Operating Officer (COO)

Organization Description: Founded in 1965, The American Occupational Therapy Foundation seeks to advance the science of occupational therapy to support people’s full participation in meaningful life activities.

Employment Type: Full-time, Non-exempt, in-person position. This is NOT a virtual position.

Benefits Include: Medical, vision, and dental insurance, HSA, 401K, transportation / parking subsidy, vacation and sick leave and 12 paid holidays per year.

General Description of Duties:

This position will assist with the coordination of overall office operations, general accounting, and human resources processes. The Operations Coordinator will provide administrative and logistical support for AOTF events at the AOTA Annual Conference. Designs systems and office procedures to facilitate efficiency and productivity. Provides administrative support to the Chief Operating Officer (COO).

Examples of Duties:

1. Provides administrative support to the COO including technical preparation of correspondence and reports. Schedules meetings as directed.
2. Creates, maintains, and updates administrative files and databases. Maintains electronic and hard copy files.
3. Develops, organizes, and implements office procedures, including inventories. Maintains current documentation of office procedures. General office management. Monitors shared email boxes, distributes incoming / outgoing mail.
4. Serves as a facilities coordinator, submits requests to building facilities management personnel.
5. Troubleshoots and solves office equipment issues, schedules maintenance and orders office supplies.
6. Accounts receivables / payables in collaboration with COO to include managing and tracking membership dues and order processing.
7. Works with the COO on processing bi-weekly payroll; onboarding / offboarding employees. Maintaining HR files.
8. Works with Communications & Marketing on updates to web-pages as needed.
9. Troubleshoots, coordinates with staff and consultants to resolve IT related issues.
10. Provides administrative support in the planning, execution, and onsite coordination of AOTF events at the AOTA Annual Conference
11. Performs other duties as assigned, aligned with AOTF’s strategic objectives to include back-up support to the Executive Assistant.

Education/Experience Required:

• Bachelor’s Degree or equivalent business experience.
• At least three years of office experience in operations coordination, administrative management, project management or similar.
• Demonstrated proficiency with Zoom, Microsoft Office Suite, Sharepoint.

Qualifications required:

• Sound judgment and confidentiality.
• Ability to work cooperatively as well as independently.
• Flexibility and a tolerance for ambiguity.
• Ability to prioritize workload and meet deadlines.
• Excellent communication skills, both written and verbal.
• Maintains professional demeanor and has superior customer service skills.
• Excellent organizational skills and proof-reading skills.
• Must be detailed oriented, able to coordinate multiple projects simultaneously, and able to collaborate effectively with various internal and external constituents.
• Prior Experience with hosting webinars, meeting scheduling, and program coordination.
• Proficient with Zoom and/or other online meeting / webinar software.
• Proficient with Microsoft Office Suite software, including Outlook, Sharepoint, One Drive, Excel, Word, Publisher, PowerPoint, and desktop database programs.

Travel:

Limited travel will be required.

Physical Demands of Job:

Ability to function in a small, contemporary office environment and use standard office equipment. Functions performed require the ability to regularly stoop, bend, and reach; additionally, the role includes lifting, pushing, pulling, and carrying light to medium weight objects (up to approximately 25 pounds).

Working Conditions:

This position is a full-time, non-exempt position. Position will be in-person and based at the AOTF headquarters in Rockville, MD. Option to work remotely one day per week. May be required to work some evenings and/or weekends. The salary is $60 - 65K annually depending on qualifications.

Application Instructions:

If you are interested and qualified, please send a cover letter with resume, salary requirements, and contact information for three (3) persons with current knowledge of your character and qualifications to AOTF at HRDept@aotf.org. No phone calls, please. Review of applications will begin immediately and continue until the position is filled. Only applicants who have submitted requested information and those to be given further consideration will be contacted.

AOTF is committed to equal employment opportunity and does not discriminate on the basis of age, disability status, race, gender, nationality, ethnicity, sexual orientation, or religion in its hiring practices. Individuals with disabilities, veterans, LGBTQ+, women and minorities are encouraged to apply. AOTF complies fully with the employment laws of the State of Maryland and subscribes to best practices as an at-will, non-profit employer.