Business Operations Specialist

Job Description

Job Description

Girl Scouts of Southwest Texas (GSSWT) is headquartered in San Antonio, TX and serves more than 10,000 Girl Scouts (girls and adults) across 21 counties in southwest Texas. Girl Scouts is the world’s preeminent leadership development organization for girls, building girls of courage, confidence, and character, who make the world a better place.

The Business Operations Specialist supports the day-to-day execution of property operations while also supporting staff in using available business tools, particularly Microsoft 365, in their daily work. This role provides training, guidance, and practical resources to support consistency and efficiency across teams.

In addition to property responsibilities, this role supports the adoption of available technology tools and applications to simplify processes and reduce manual work where possible. This includes developing training materials, facilitating learning sessions, and introducing emerging tools, including AI, in a thoughtful and practical way.

Responsibilities related to IT infrastructure and technical troubleshooting are managed by the IT Manager, and data systems and reporting are managed by the Data Manager, respectively.

Essential Duties and Responsibilities

• Coordinate troop and group reservations for Camp La Jita, ensuring completion and compliance of required documentation.
• Manage council calendars in Outlook for room, vehicle, and facility reservations.
• Maintain vendor relationships and assist with vendor records and Approved Vendor List.
• Enter and track service tickets and asset records in Fiix (CMMS).
• Support purchasing processes including purchase orders and invoice tracking in Microix.
• Oversee mail operations including receiving, distribution, and outgoing shipments.
• Manage inventory and restocking of office and facility supplies.
• Monitor the property email inbox and route requests appropriately.
• Record and prepare Property Committee meeting minutes.
• Promote effective use of Microsoft 365 tools, including Outlook, Teams, SharePoint, OneDrive, and Loop.
• Develop user guides, quick-reference materials, and basic documentation for staff.
• Train staff through group sessions, one-on-one support, and regular “lunch and learn” trainings.
• Support onboarding by maintaining training materials related to Business Operations tools and processes.
• Identify opportunities to simplify tasks and reduce manual work through better use of existing tools.
• Introduce and support the responsible use of emerging tools, including AI, to support productivity.
• Support rollout and adoption of new tools or updates introduced across the organization.
• Partner with the IT Manager to support staff in tool usage while maintaining clear boundaries related to technical systems.
• Collaborate with the Data Manager to ensure alignment with reporting tools without overlapping responsibilities.
• Support Business Operations leadership in improving internal processes and consistency across departments.

NOTE: This job description is not intended to be all inclusive and does not constitute a contract.

Competencies and areas of expertise may include:

• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Oral and Written Communication (i.e. In person, verbal, written, and/or phone) - Expresses ideas and facts in a clear and understandable manner appropriate for the individual or group; listens to and comprehends what others are saying; prepares organized and structured presentations; has demonstrated ability to work with a wide range of sensitive and confidential issues and communicate effectively with a diverse group of girls, volunteers, and staff.
• Job Knowledge – Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; displays understanding of how job relates to others.
• Problem Solving - Recognizes when immediate action is required; recognizes when sufficient information has been obtained to make a decision; makes decisions where appropriate or refers decisions to the appropriate organizational level; makes decisions without undue delay.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed; recognizes accomplishments of other team members.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: Associate’s degree in business administration, operations, or a related field preferred; or equivalent combination of education and two to four years of experience in administrative, customer service, or operations support roles.

Experience with Microsoft 365 (Outlook, Teams, Word, Excel) preferred, with a willingness to learn additional tools and support others in their use.

Language Ability: Ability to read and understand general business correspondence, vendor agreements, facility use forms, and council policies. Ability to write professional emails, meeting minutes, and basic reports. Ability to respond professionally to inquiries from staff, vendors, and volunteers.

Math Ability: Ability to perform basic mathematical operations including addition, subtraction, multiplication, and division. Ability to calculate figures such as discounts, percentages, and simple measurements as needed for purchasing, inventory, and project support.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to prioritize tasks, solve routine problems, and respond to day-to-day operational needs in a professional and timely manner.

Computer Skills: Strong working knowledge of Microsoft 365 (Outlook, Teams, Word, Excel required; SharePoint, OneDrive, and Loop preferred), with the ability to train and support others in their use. Ability to learn and utilize other software platforms such as Microix (procurement system) and Fiix (CMMS system).

Licensure/Membership Requirements: The employee is required to maintain membership with Girl Scouts of the United States of America throughout the duration of their employment with GSSWT.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position primarily performs its duties indoors and is occasionally exposed to outdoors weather conditions and/or moving mechanical parts. The noise level in the work environment is usually moderate.

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

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include heavy visual acuity (close vision, peripheral vision and ability to adjust focus) required to perform such activities as preparing and analyzing data and figures, using a computer and extensive reading and proofing. While performing the duties of this job, the employee is regularly required to talk or listen. The employee is frequently required to sit, stand, walk, use hands to finger, handle or feel, and reach with hands or arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.