Operations Manager

Job Description

Job Description

program coordinator

Portland Metro, OR

Full-time, Hourly

The Pacific Northwest Defense Coalition (PNDC) is the non-profit business trade association for Pacific Northwest defense and security industry businesses. PNDC has approximately 300 member companies that range from large Fortune 100 companies to small machine shops and support the supply chain in aerospace, space exploration, unmanned systems, advanced manufacturing, tactical equipment, information technology, maritime defense, homeland security, space exploration, and more.

PNDC’s mission is to bring more defense & security contracts to the Pacific Northwest and to support the supply chain for these companies, thereby helping create, grow, and diversify business development opportunities for a wide range of Oregon and Washington companies. We strengthen our members' business growth, our region's economy, and our nation's security through training, counseling, business-to-business networking, marketing, and advocacy - all related to federal defense and security contracting.

Job Description

The Program Coordinator plays a vital role by maintaining an efficient, productive and positively cultured office and employee experience.  The Program Coordinator has the opportunity to support productivity, raise engagement and maintain culture with positive energy and efficient execution.

The Program Coordinator will help create and support an engaging and meaningful work environment with responsibilities for the day-to-day operational needs of our Oregon and Washington based staff. With varied duties spanning facilities, procurement, Information Technology (IT), and contractual work, this role has the opportunity to influence how our workplace evolves by anticipating the needs of the organization, thinking creatively, and improving and creating new processes and procedures. The position requires multi-tasking and being responsive to the needs of staff, our members, and partners.

This is a great opportunity for someone that is a self-starter, flexible, organized, and willing to learn on the job. As part of a small team, you will have the opportunity to grow, taking on key projects as the lead or second chair. Multi-tasking and being responsive to the needs of staff, our members, and partners is a must.

Job Roles and Responsibilities

Office Administration:

·       Responsible for inventory and ordering office supplies. Order banners, awards, and other items for PNDC events

·       Track facilities and supply related requests

·       Maintain the overall cleanliness and organization of the office

Board and Committee Meetings:

·       Coordinate Board, Executive Committee and Subcommittee meetings

·       Schedule meetings and manage location and meeting logistics including setup/breakdown, catering, video conferencing, etc.

·       Update, prepare and distribute information for Committee meetings (meeting minutes, final board packets, etc.)

·       Attend meetings and take meeting minutes

Communications, Marketing and Membership Support:

·       Visit website regularly to ensure event sections are up‐to‐date and current

·       Actively work with membership database and PNDC website to enhance the use and utility (adding/updating membership maps, providing regular updates the Member Resource Library/database, adding, or modifying fields and field logic for event registration or reporting)

·       Help members navigate website and access member only resources

·       Sends electronic or paper mailings highlighting an upcoming event

·       Sends member outreach emails when nearing renewal month

·       Market membership and events successfully through direct outreach, website, newsletters, partner outreach, printed materials, and social media to maximize awareness and participation

·       Assist staff in Washington and Oregon with member programs, including online events and eventual in-person programs (Seminars, Aerospace & Defense Conference, Homeland Security Conference, Networking Events, etc.).

·       Research and maintain a buyer database of key contacts at large prime contractors and military procurement organizations.

Event Logistics:

§  Responsible to pack and/or oversee shipping of materials needed for events and ensure their prompt arrival. Responsible for ensuring all materials arrive back to the office after events and are properly disseminated to staff responsible for those items

§  Attend events and provide on‐site support as needed

§  Manage and work with appropriate staff to evaluate all events, ensuring continual improvement and quality customer service.  Utilize an electronic evaluation system (e.g., survey monkey) to evaluate attendees and non‐attendees, as appropriate – gathering, analyzing, and disseminating the results received 

Other:

·       Conduct and provide analysis of surveys conducted as part of our event evaluations, membership surveys, or other ad hoc survey research. Draft questions, send out survey instrument, track responses and follow-up, compile and analyze results, and report on findings.  The surveys may be conducted by phone, mail, via the internet, and sometimes face-to-face

·       Other duties as necessary to contribute to the overall success of the members served

Desired Qualifications

·       Minimum 2 years working experience in an office environment

·       Office Management experience is a plus but not required

·       Ability to travel and availability to work some evenings and weekends

·       A passion for providing high-level support to an internal staff team and for contributing to efficiency and innovation in the workplace

·       Exceptional interpersonal skills and communication skills with a customer service orientation

·       Demonstrated ability to juggle multiple projects and meet deadlines

·       An aptitude to work with data, with the ability to monitor, recognize inconsistencies, and provide quality control

·       REQUIRED: Competence (and comfort sufficient to assist others) in the use of Microsoft Office Suite including familiarity with presentation development using Power Point. Proficiency in the use of project management and collaboration tools such as Google Docs, Dropbox, Microsoft 365 and others. Experience with Adobe Acrobat and Illustrator helpful.  Experience with survey research tools also helpful.

·       Accurate writer and proficient in proofing and basic math

·       Detail oriented and organized

·       Adept at business-to-business marketing writing - getting your readers attention and motivating action

·       Ability to break down big projects to small tasks -maintaining progress and meeting deadlines

·       Hardworking, flexible, and willing to learn on the job

·       Proactive, always looking for ways to add value and improve processes

·       Effectively communicate, in oral and written form, with people of diverse ages and backgrounds

·       Knowledge of Zoom and other online meeting platforms. Virtual meeting management.

·       Experience using social media in a business setting

·       Customer service experience