Operations Coordinator

SUMMARY:

Operations Coordinator is responsible for the administrative support of day-to-day operations of the organization and administrative assistant support to COO. Generate communications to subsidiary corporations and board members. Manage and perform annual recurring tasks.

QUALIFICATIONS:

• Must possess personal qualities of integrity, respect for others, good judgment, and good communication skills.
• Willing to learn the intricacies and support the values and mission of the organization.

EDUCATION AND EXPERIENCE:

• Education minimum: Associate degree.
• Minimum of five years of experience in a variety of administrative assistant functions.
• Experience as legal secretary/paralegal beneficial.

SKILLS, KNOWLEDGE AND ABILITIES:

• Must be supportive of the mission of the organization.
• Must model Daughters of Charity values in carrying out work activities and responsibilities.
• Proven ability to work effectively with a wide variety of individuals and groups.
• Ability to develop and work with collaborative partnerships, both internal and external to the organization.
• Proven ability to use sound judgment, tact, and discretion in handling sensitive employment issues, and to respect and maintain confidentiality of sensitive information.
• Excellent written and oral communication skills; approachable communication style.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Detail oriented with an ability to maintain accurate records.
• Excellent proofreader.
• Ability to plan, organize and follow through on multiple projects.

ESSENTIAL DUTIES:

• ·Obtain Organizational Clearance Certificate from State Board of Equalization for new corporations.
• ·Obtain renewal of Statements of Information for Domestic Nonprofit Corporations from the Secretary of State.
• Respond to tenant requests for repairs and maintenance.
• Annually, renew Official Catholic Directory submissions.
• Annually, copy from the Official Catholic Directory the pertinent pages for each Mission and email copies to the Executive Directors for their use.
• Process and file Property Tax Exemptions for real estate.
• For new corporations, draft/submit application for inclusion in the Official Catholic Directory to the United States Council of Catholic Bishops.
• Work with Accountant to pay property taxes for real estate.
• Process and file Personal and Real Property Tax Exemptions.
• Keep electronic records of all business transactions and correspondence as appropriate.
• Prepare Organization flow charts.

· Board Meetings:

• Send calendar notices to Directors of all board meeting dates
• Attend board meetings and take minutes
• Draft board minuteS
• Following the board meetings, generate and distribute letters to the newly appointed directors of governing boards. Prepare letters to Executive Directors/CEO’s of each corporation informing them of the newly appointed directors.
• Maintain Minute Books
• Ensure that subsidiary corporations are submitting approved minutes to MSDC for acceptance
• Assist with follow-up actions as directed by the board
• Draft Board Resolutions as necessary
• Other duties as assigned.

PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Ability to lift up to 25 pounds without restriction.
• Ability to sit for long periods of time.
• Ability to work on a computer for long periods of time.
• Ability to use standard office equipment such as computers, calculators, copy machines, scanners, postage machines, telephone systems.
• Ability to multi-task and prioritize as necessary.
• Ability to follow instructions and to ask for clarification as needed.
• Ability to lift, bend, stoop and reach for supplies, packages, etc.

Pay: $33.65 - $36.06 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person