Operations Coordinator

HeartShare St. Vincent’s Services (HSVS) is seeking an experienced Operations Coordinator who will report to the Senior Director of Operations and assist in supporting the day-to day administrative and logistical operations at HSVS' headquarters and off-site HSVS programs and departments.

Job Responsibilities:

• Manage all HSVS staff agency computer inventory and database systems and processes according to operations policies and procedures.
• Collaborate with IT department staff and key HSVS program staff to facilitate computer pick-ups, repairs and destructions.
• Assist with on-site security operations at HSVS headquarters in collaboration with Senior Director of Operations.
• Act as a liaison for HSVS programs to support vehicle related processes and tasks.
• Manage vehicle tracking lists and required vehicle related documentations.
• Maintain vendor relationships and manage Operations related accounts.
• Manage HSVS program metro card and gift card accounts in accordance with related policies and procedures.
• Facilitate Operations related policy review and trainings for HSVS program staff.
• Manage daily agency mailing operations and systems according to agency mailing policies and procedures.
• Manage all agency room booking needs and schedules and work closely with Facilities and Properties department to enforce and ensure staff’s compliance of room booking policies and procedures are met.
• Manage agency staff identification cards (ID) and related systems in collaboration with Human Resources department.
• Assist Senior Director of Operations with development and implementation of Operations-related policies and procedures.
• Assist with Operations-related projects, as assigned.

In addition, the Operations Coordinator must:

• Implement positive approaches when handling difficult situations, remain flexible and adapt to change.
• Remain sensitive and responsive to cultural differences in the workplace.
• Participate in in-service training and on-site workshops as required for professional growth and development.
• Conduct oneself in a professional manner at all times.
• Represent the organization and Operations department within and outside the workplace in a way that promotes the agency's mission, vision and values.
• Adhere to organizational mission, vision, and values in addition to all other agency policies and procedures.

Qualifications:

• Bachelor’s degree in business, Operations Management, or related field.
• Minimum of two years of experience in Operations Management or related field.
• Security Operations experience a plus but not required.
• Must be able to multitask and meet project deadlines.
• Possess strong attention to detail with exceptional organizational skills.
• Demonstrate excellent interpersonal skills, strong written communication abilities, and effective problem-solving capabilities.

Benefits:

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status.

You can expect:

• Paid time off (holidays, vacation in accordance with school calendar, sick and personal)
• Professional development opportunities
• Team environment
• Medical and dental benefits
• Employer-paid life insurance
• Optional insurance (life, disability, etc.)
• 403(B) retirement plans
• Gympass Discount
• Flexible spending account (dependent care, medical, parking, and transit)
• Employee assistance program

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.

About HeartShare

For over 100 years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.