Operations Specialist

About This Role

CaringKind is seeking a highly organized and detail-oriented Operations Specialist –to provide administrative and operational support across program departments. The Operations Specialist plays a key role directly supporting program leaders to ensure programs and services run efficiently and effectively - by supporting scheduling, communications, data management, program logistics, and administrative follow-through.

The ideal candidate is comfortable being the ‘go to’ resource supporting multiple team leaders, has strong technology and organizational skills, and can take direction while independently managing assigned responsibilities.

Core Responsibilities

• Create and maintain program records and meetings in Salesforce and other registration and scheduling platforms.
• Support program registration, scheduling, appointment coordination, rosters, calendars, and service schedules across departments.
• Prepare and distribute program flyers, advertisements, materials, participant packets, surveys, forms, mailings, and other program-related documents.
• Communicate with program participants through confirmations, reminders, follow-up emails, phone calls, and other routine correspondence.
• Provide administrative and logistical support for in-person and virtual programs, trainings, meetings, and events, including occasional on-site setup and cleanup.
• Provide front desk coverage while completing program administrative responsibilities, including welcoming and directing clients, families, visitors, and community partners and supporting participant check-in and general front-office needs.
• Work collaboratively across program departments to support consistent administrative processes, accurate documentation, and timely completion of program-related tasks.
• Assist with Salesforce reports, dashboards, data review, and identification of missing or incomplete information.
• Support collection and entry of program outcomes, evaluations, survey data and follow up on outstanding surveys as directed.
• Maintain organized program files and assist with tracking agreements, W-9s, invoices, and other required documentation.
• Provide additional administrative and program support as needed.

Required Qualifications

• Bachelor’s degree in Business Administration, Nonprofit Management, Public Administration, or a related field, or a combination of education and significant related experience.
• 1-3 years of experience in business administration, program administration, operations, or administrative support; nonprofit, healthcare, human services, aging services, or community-based experience preferred.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities, deadlines, and program needs across departments.
• High level of technological competency in Microsoft Office 365 (Excel, Word, PowerPoint, Outlook, Teams), Zoom, Canva, AI Agents, scheduling and registration platforms, web calendar/content management systems, and Salesforce.
• Strong data management skills with the ability to accurately enter, maintain, review, and report program and participant information.
• Excellent written and verbal communication skills.
• Ability to take direction, work independently, and follow responsibilities through to completion.
• Strong desire for continuous learning and to grow within mission driven organization.
• Flexibility and adaptability in responding to changing program and organizational needs.
• Occasional evenings and weekends required
• Interest in CaringKind’s mission and supporting individuals and families impacted by Alzheimer’s disease and other dementias.

403B

Health Insurance

PTO

Bilingual/multilingual fluency is a plus.