Operations Coordinator

JOB TITLE: Operations Coordinator

EMPLOYER: Catalyst Miami, Inc.

DEPARTMENT: Operations

REPORTS TO: Operations Director  

EFFECTIVE DATE: 10/14/2024

SALARY RANGE:Part-time up to 25 hours per week at $24-$27 per hour

SUMMARY:  Coordinates office operations and activities consistent with established operations procedures.

INSTRUCTIONS: To apply, please email a resume and cover letter to brianl@catalystmiami.org.

Only applications submitted via email will be reviewed.

DUTIES AND RESPONSIBILITIES:

Office Administration

• Collects mail from office and PO Box; routes emails received to organization's general email
• Maintains digital filing system; educate others who require access on the system
• Collaborate cross-functionally to improve operation management systems, processes and practices to improve efficiency.

Facilities Management

• Oversees and coordinates office operations in areas of customer service, facilities management and maintenance, utilization of organizational equipment, and supplies and inventory.
• Manages offsite storage

Executive Support

• Provides clerical/administrative support to the CEO and Board of Directors.
• Takes minutes of meetings for board and committee meetings
• Coordinate board and staff meeting times, including reminders, location, and meals

Finance

• Vendor setup and invoice submission in accounts payable software.
• Deposit checks
• Manages certain vendor business accounts 
• Assist with developing and managing the budget for the Operations department.

Human Resources

• Manages the administrative portions of recruitment and hiring process for new employees: job postings, new hire and/or volunteer on-boarding
• Maintains electronic HR files
• Manages the background check process.
• Updates HR/Payroll software for new hires, terminations and other changes, reviews biweekly payroll register to ensure changes are reflected. 

SUPERVISORY RESPONSIBILITIES:

• This position does not directly supervise employees  

QUALIFICATIONS:

• Language: Professional working proficiency in oral and written English.
• Education: Associate’s degree or equivalent in work experience
• Years of experience:2
• Computer skills required: Microsoft Office Suite and working knowledge of web-based platforms.  

FUNCTIONAL COMPETENCIES: 

HR

• Skills: Basic HR knowledge, recruitment support, data management, with an
• understanding of racial equity principles.
• Responsibilities: Supports HR initiatives with a focus on equity, assists in recruitment,
• onboarding, and payroll processing to promote inclusiveness.
• Actions for Evaluation:
• 1. Supports the implementation of HR policies and procedures with an equity and
• inclusion focus.
• 2. Assists in the orientation, onboarding, and payroll setup, ensuring equity
• practices are followed.
• 3. Aids in HR data collection and reporting with an equity lens.
• 4. Monitors PEO and vendor relationships for compliance with equity and inclusion
• values.
• 5. Maintains accurate employee data and HR records, ensuring practices of equity
• and inclusion.

Operations/Facilities Management

• Skills: Data accuracy, record keeping, administrative support, time management
• Responsibilities: Supports efficient workplace functioning (i.e., operations, facilities
• management, data accuracy and compliance)
• Actions for Evaluation:
• 1. Supports program compliance, audits, and record-keeping.
• 2. Facilitates client intake.
• 3. Coordinates day-to-day office and administrative functions and support.
• 4. Maintains facilities and monitors needs for repairs, maintenance, and improvements,
• 5. Supports sustainability initiatives (i.e., monitoring and reducing energy usage, promoting
• recycling and waste reduction programs, and helping to create a more environmentally
• friendly workplace)

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Ability to lift up to 25 pounds
• Ability to work in a shared-workspace environment
• Stretch and bend to organize and distribute materials for Catalyst Miami activities
• Able to sit at desk for long periods of time and utilize computer for extended periods
• Must be able to work flexible hours to accommodate organization needs, including evenings and weekends. Out of town travel may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above describes the general content of and requirements for the performance of this job. It is not an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.