Operations Specialist

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The Nature Conservancy

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Birmingham, AL, United States

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21 days ago

OFFICE LOCATION


Birmingham, AL, USA

AL201

YOUR POSITION WITH TNC


The Operations Specialist will be responsible for the day-to-day central office services, coordinating activities with multiple variables and managing timelines to meet deadlines. They will be the “first contact” for Operational support and coordination of Human Resource functions working closely with the Louisiana Business Unit in accordance with the BUs’ Shared Services agreement and the Regional Human Resources Business Partner. They will also perform some Information Systems administrative tasks and will coordinate the facilities management for the Birmingham and Mobile offices. The Operations Specialist will also handle scheduling, procurement, meetings management, process check requests and ensure that all mandatory training is provided.

ESSENTIAL FUNCTIONS


The Operations Specialist will work towards meeting the strategic priorities of the program by implementing tactics for approved plans and completing day-to-day tasks and activities. They may be responsible for planning and execution of logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception. In addition, the Operations Specialist may perform Information Systems and Human Resources administrative tasks, including processing forms and preparing reports. They will respond to inquiries about program activities and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Operations Specialist will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support and targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Operations Specialist will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.


RESPONSIBILITIES AND SCOPE

  • Schedule and oversee building maintenance/repairs, manage landlord/tenant relationship, and point of contact for lease issues for multiple locations.
  • Schedule and oversee fleet vehicle maintenance, registration and insurance.
  • Responsible for accounts payable function for chapter.
  • Responsible for purchasing office supplies and equipment, negotiate with vendors and service providers and maintain office equipment.
  • Coordinate meeting space usage, provide meeting equipment set-up assistance.
  • Point person for office insurance issues, and records retention management.
  • Responsible for new employee office orientation/on-boarding and work area set-up.
  • Work with IT Manager, act as the office IT “Key User” to perform software, hardware and network troubleshooting.
  • Work within scope of program’s strategic goals.
  • Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor.
  • Coordinate projects with several variables, working within a defined timeline and budget.
  • Demonstrate sensitivity in handling confidential information.
  • Perform non-routine analysis, research and follow-through.
  • Ensure compliance with Conservancy policies and procedures.
  • Act as a resource to others to solve problems and act in supervisor’s stead when instructed.
  • Travel and work flexible hours as needed.
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
  • Work is diversified and may not always fall under established practices and guidelines.

MINIMUM QUALIFICATIONS

  • Bachelor’s degree and 2 years related experience or equivalent combination.
  • Experience coordinating administrative processes.
  • Experience generating reports and interpreting data.
  • Experience in business writing, editing, and proofreading.
  • Experience organizing time and managing diverse activities to meet deadlines.
  • Experience working across teams and communicating with a wide range of people.

DESIRED QUALIFICATIONS

  • Ability to analyze information for the purpose of coordinating and planning activities and solving problems.
  • Ability to use existing technology to achieve desired results.
  • Excellent customer service skills and focus.
  • Experience managing complex operations including dispersed facilities and remote staff.
  • Experience interpreting guidelines to achieve desired results.
  • Experience working with remote supervision.
  • Knowledge of current trends in specific field.
  • Strong organization skills, accuracy, and attention to detail.
  • Spanish language skills and/or multi-cultural experience appreciated.

AUTO SAFETY POLICY


This position requires a valid driver's license and compliance with TNC’s Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." To learn more about the Auto Safety Program, visit https://www.nature.org/en-us/about-us/careers/recruitment/ under the FAQ section.

Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.

WHAT WE BRING


The Nature Conservancy offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, 401(k) plan to include employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our benefits in the Culture Tab on nature.org/careers.

We’re proud to offer a work environment that is supportive of the health, well-being, and flexibility needs of the people we employ!

APPLY NOW


To apply for job ID 51413, submit your materials online by using the Apply Now button at https://careers.nature.org/. Need help applying? Visit our recruitment page or contact applyhelp@tnc.org.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.

Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!

TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to applyhelp@tnc.org with Request for Accommodation in the subject line.

Where legally permissible, TNC requires all new employees to be fully vaccinated and willing to keep up to date with vaccines that protect against COVID-19. By accepting an offer of employment, you agree to comply with this requirement, unless you are entitled to a legally mandated exemption.