Operations Administration Specialist

Description

JOB SUMMARY:

The Operations Administration Specialist supports the daily administrative, technology, and workplace operations of Washington National Cathedral. The position coordinates the Administration reception area, workplace technology, mail and shipping, facilities requests, vendors, and other administrative services while providing welcoming and responsive service to staff, volunteers, visitors, and business partners. Requirements Duties and Responsibilities: Front Desk & Hospitality Serve as the primary point of contact for the Administration Building, welcoming and assisting visitors, providing accurate Cathedral information, and connecting guests with appropriate staff. Maintain a professional, welcoming, and secure reception environment and coordinate with Security, clergy, or other personnel when assistance is needed. Recruit, train, schedule, and support Reception Desk Volunteers in collaboration with the Volunteer Manager. Ensure appropriate reception coverage during regular business hours, meetings, events, and staff absences. Technology & Systems Administration Administer assigned workplace technology platforms, including Zoom Workplace and Zoom Phone, including user accounts, permissions, call routing, greetings, and voicemail. Provide first-level technical support for workplace technology and software, escalating complex issues to IT or vendors as appropriate. Assist staff with workplace technology through troubleshooting, guidance, and training. Support implementation of new workplace technologies and maintain related procedures and documentation. Workplace Operations Coordinate employee and volunteer identification badges, building access, parking privileges, guest validations, and related records in partnership with Security and the Manager of Administration. Maintain shared administrative spaces and coordinate hospitality supplies and amenities to ensure they remain organized, functional, and appropriately stocked. Mail & Shipping Operations Manage daily mailroom operations, including the secure receipt, sorting, logging, and distribution of incoming mail and packages. Coordinate outgoing mail and shipments, including postage, shipping documentation, carrier pickups, and related supplies. Serve as the primary contact for delivery carriers and continually improve mailroom processes for efficiency and service. Facilities Operations Coordination Serve as the primary administrative liaison for Facilities and Preservation work requests, monitoring the departmental work request system and creating in Asset Essentials, tracking, and routing work orders as appropriate. Coordinate communication with Cathedral departments regarding scheduled maintenance activities, building projects, service interruptions, and unexpected operational issues, including elevator outages, utility disruptions, and other facilities-related notifications. Coordinate scheduling and access for facilities vendors and service providers, including pest control, document storage, uniform services, and other contracted partners. Collaborate with Facilities, Security, vendors, and Cathedral departments to facilitate efficient building operations and minimize disruption to staff and visitors. Maintain records and documentation related to facilities work requests, vendor services, and operational activities as assigned. Administrative Services & Continuous Improvement Coordinate centralized office supply procurement, inventory, and distribution. Prepare biweekly staff communications by gathering departmental updates and drafting communications for leadership review. Coordinate employee recognition initiatives and service awards. Support staff meetings, training sessions, and organizational events, including meeting space, catering, hospitality, and supplies. Participate in special projects and perform other duties as assigned. Minimum Qualifications: Minimum Requirements Bachelor's degree or an equivalent combination of education, training, and relevant professional experience. Three or more years of progressively responsible experience in office administration, operations, facilities coordination, workplace services, customer service, or a related field. Strong proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneDrive), Zoom Workplace, DocuSign, FedEx Ship Manager, and other office productivity software. Experience maintaining confidential records and exercising sound judgment when handling sensitive information. Knowledge, Skills, Abilities: Strong organizational, problem-solving, and administrative skills, with a high level of accuracy and attention to detail. Exceptional interpersonal, verbal, and written communication skills with a strong commitment to providing outstanding customer service. Demonstrated ability to coordinate multiple priorities, manage competing deadlines, and thrive in a fast-paced, service-oriented environment. Demonstrated ability to build positive working relationships and communicate professionally with staff, clergy, volunteers, vendors, visitors, and individuals from diverse backgrounds. Excellent organizational and time-management skills with exceptional attention to detail and the ability to prioritize multiple tasks in a fast-paced environment. Ability to quickly learn and effectively utilize new technology, software applications, and administrative systems. Experience maintaining accurate electronic records and handling confidential and sensitive information with the highest level of discretion. Collaborative, team-oriented approach with a proactive mindset and a willingness to support departmental and Cathedral-wide priorities. Ability to exercise sound judgment, take initiative, and work independently with minimal supervision. Experience coordinating volunteers, projects, or administrative operations is preferred. Comfort working in a faith-based organization with people of diverse backgrounds, beliefs, and cultures; familiarity with the Episcopal Church and Washington National Cathedral is a plus. Working Conditions: Ability to provide logistical support for activities and events, including working outside normal business hours as needed. The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. The position also requires near and far vision for reading and preparing written reports and other required documents. Acute hearing is also required when providing phone assistance. The need to lift, drag, push and pull files, reports and other materials weighing up to 25 pounds is also required. Washington National Cathedral is an equal opportunity employer and strives to create a more diverse and inclusive atmosphere for all. Applicants will not be discriminated against because of race, color, religion, sex, sexual orientation, gender identity, or national origin. We support an inclusive workplace where associates excel based on personal merit, qualifications, experience, ability, and job performance. Washington National Cathedral seeks individuals who are committed to our mission. We appreciate interest from those who contribute to an atmosphere in which diversity is valued and supported. Salary range for this position is $56,000 - $60,000 commensurate to experience #J-18808-Ljbffr Cathedral