ADMINISTRATIVE OPERATIONS SPECIALIST

JOB SUMMARY

The Administrative Operations Specialist serves as a key operational partner across the organization, helping ensure that systems, processes, and administrative functions run efficiently and effectively. This position is designed for a highly organized, analytical, and adaptable professional who enjoys solving problems, improving processes, and supporting multiple departments. The ideal candidate is equally comfortable reconciling invoices, organizing digital systems, coordinating officelogistics, researching grant opportunities, analyzing data, and managing special projects. Success in this role requires exceptional attention to detail, strong technology skills, discretion with confidential information, and a commitment to continuous improvement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Finance & Accounting (Approximately 20%)

• Process invoices, purchase orders, and vendor payments.

• Assistwith account reconciliations and monthly financial reporting.

• Prepare deposits andmaintain
  accuratefinancial records.

• Support budget tracking and expense reporting.

• Coordinate with external vendors, auditors, and financial partners as needed.

• Maintain organized financial files and documentation.

• Assistwith procurement tracking andpurchasingdocumentation.

Information Technology & Operational Efficiency (Approximately 20%)

• Serve as the internal coordinator for technology systems and software platforms.

• Identifyopportunities to streamline workflows through technology and automation.

• Assistwith implementation of new software, processes, and digital tools.

• Coordinate with IT vendors on equipment, licensing, troubleshooting, and user support.

• Develop andmaintaininternal process documentation and SOPs.

• Train staff on new systems and administrative technologies asappropriate.

Office Administration & Facilities (Approximately 20%)

• Ensure office spacesremainorganized, professional, and fully operational.

• Support meetinglogistics, scheduling, and administrative coordination.

• Maintain organizational records and filing systems.

• Assistwith onboardinglogisticsfor new employees.

• Coordinate administrative support for organizational events and meetings.

Strategic Projects & Organizational Support (Approximately 40%)

• Data collection, reporting, and analysis.

• Procurement and vendor research.

• Donor database administration and back-office donor relations support.

• Grant prospect research and funding opportunity identification.

• Preparation of reports, presentations, and executive materials.

• Research projectssupportingstrategic initiatives.

• Cross-departmental coordination on organizational priorities.
• Process improvement initiatives.

QUALIFICATIONS


Required Qualifications

• Three or more years of administrative, operations, accounting, or project coordination experience.

• Strongproficiencywith Microsoft Office, particularly Excel, Word, and Outlook.

• Excellent organizational and time management skills.

• Strong written and verbal communication skills.

• Demonstrated ability to manage multiple priorities simultaneously.

• High attention to detail and accuracy.

• Ability tomaintainconfidentiality

• Self-starter with strong problem-solving abilities.

Preferred Qualifications

• Bachelor's degree.

• Experience with nonprofit operations.

• Experience with accounting software such as QuickBooks or Sage Intacct.

• Experience with CRM or donor database systems.

• Experience with project management platforms.

• Advanced Excel or data analysis skills.
• Experience researching grants or procurement opportunities.