Project Operations Specialist

Project Operations SpecialistThis role provides operational support for the Strategic Alignment division and the Projects Department by maintaining the systems, documentation, and communication structures that keep leadership processes, projects and initiatives running smoothly. Working closely with leaders across the organization to keep initiatives organized, priorities clear and operational processes consistent so that leaders and project teams can focus on strategic work and decision making.Essential FunctionsParticipate actively in team discussions, planning sessions, and problem-solving activities.Work closely with internal teams and cross-functional partners to ensure clear communication and coordination across projectsAssist with the development of tools, documentation, training materials, and internal processes that support the work of the Projects DepartmentEnhance the planning and execution of projects throughout the organization.Apply a Design Thinking mindset in daily work, integrating innovation and Christ-centered, human-centered problem-solving into planning, collaboration, and execution.Operational SupportProvide general administrative and operational support for the Projects Department and, when needed, the Strategic Alignment division.Coordinate calendars, meetings, travel, materials and other logistics needed to keep the department's work moving.Support leadership and department operating rhythms by maintaining work management systems, documenting decisions & action items, building dashboards & reports, tracking follow-up needs, and helping maintain visibility into organizational priorities, commitments, and next steps.Prepare agendas, presentations, meeting materials, reports, dashboard, and document notes, decisions and summariesOrganize and maintain departmental files, templates, shared resources, workflows and project information.Gather updates and keep project, portfolio and roadmap information accurate and up to date.Draft communications and other materials that clarify timelines, decisions, responsibilities and next steps.Anticipate needs, notice gaps and step in wherever support is needed to help the department stay organized and follow through.Project CoordinationSupport project managers by helping coordinate tasks, meetings, documentation and follow-up.Help develop and maintain project systems that outline the scope, timeline, milestones, deliverables, stakeholders, decisions and expected outcomes.Track progress, action items, risks and roadblocks and raise concerns when additional support or decisions are needed.Share project updates, challenges and next steps with the people involved in the work.Help coordinate stakeholder engagement, project communications, training and the completion of project deliverables.Take responsibility for assigned pieces of larger projects with guidance from a project manager.Coordinate simple, small-scale projects from planning through completion with coaching and oversight.Spiritual ResponsibilitiesBecause the overriding religious purpose and mission of Youth for Christ USA is to communicate and introduce the Gospel of Jesus Christ to young people and their families, and in that regard to make, educate and encourage life-long disciples of the Lord Jesus Christ, it is very important that you as an employee in the movement of Youth for Christ be recognized as an associate minister of the Gospel.As an employee of Youth for Christ and an associate minister of the Gospel, YFC expects all employees to:Seek God's guidance and wisdom, through prayer and meditation, for the organization as a whole, as well as for specific ministry initiatives.Participate and lead regular times of prayer, devotion and worship as a regular aspect of your role within YFC.Teach and preach from the Holy Bible at YFC staff meetings, conferences, camps and events.Model empathy, humility and care for all people. This includes promoting equity and inclusion in words and in the practice of faith expression.YFC employees will have an opportunity to be commissioned or licensed as a minister of the Gospel through the established Youth for Christ process, and/or ordained by an outside body recognized by Youth for Christ USA.YFC Cultural AttributesOur cultural attributes are not about competency. It is an obedience to the call of Christ on our lives. YFC believes that spiritually healthy adults foster healthy relationships with our kids. We place a heavy commitment and emphasis on developing and equipping a Christ-centered life marked by Enduring Humility, Relentless Trust, Joyful Camaraderie, Courageous Faithfulness and Kingdom Inspired Diversity.Our leaders are expected to be willing to demonstrate and/or possess the following:Ability to humbly serve and honor others even in difficult situations with prayer, consistency, transparency, and resilience. (Enduring Humility).Demonstrate proper reliance on God, others, and self through generous giving of time and skills, by collaboratively incorporating others' ideas, welcoming candid input, recognizing others' need for grace and extending forgiveness and empathy. (Relentless Trust).Prioritize others' needs for a missional outcome, characterized by joy, with active listening and problem-solving skills, while encouraging and empowering fellow believers. (Joyful Camaraderie).Trust God with new approaches and changes, and communicate needs and limits with emotional intelligence*, while seeking confidence and wisdom in Christ. (Courageous Faithfulness)Seek and foster authentic Christ-Centered relationships with people of various backgrounds and an inviting environment and empower historically marginalized groups and indigenous populations (within the local context), through active listening, inclusion, advocacy of those who are vulnerable and respect of others' experiences. (Kingdom Inspired Diversity)Fundraising ResponsibilitiesAll YFC employees are expected to regularly and actively participate in faithful activities that advance the stewardship functions of YFC/USA. These activities will include—but are not limited to— extending invitations to fundraising events, recruiting personal circle of influence/YFC donor contacts, sending letters, handwritten notes, personal calls, and personally ministering to donor contacts.Budget ResponsibilitiesA Budget Manager is responsible for aligning all financial resources to the YFC/USA strategic plan in accordance with the delegation and direction of the Division Head. The Budget Manager is responsible for coding, approval, and financial decision-making for their assigned Division, Department and/or Action Plan budget. When a budget is overfunded or underfunded, the Budget Manager is responsible for course correcting through the MCCR process.Position RequirementsKnowledge and SkillsStrong written and verbal communication skills.Highly organized with the ability to maintain clear documentation and structured processes.Ability to manage multiple priorities while maintaining attention to detail.Strong problem-solving skills and ability to help teams navigate operational challenges.Technology proficiency in Office 365Experience with project and/or change management tools.Collaborative approach to working with leaders and building relationships across the organization.Ability to manage time effectively and meet deadlines.A servant heart and alignment with the mission of Youth for Christ.Credentials Required & Preferred EducationCollege graduate preferred or equivalent work/training experience3-5 years of administrative experience requiredExperience supporting projects and/or change management initiatives is preferred.Physical RequirementsThe ability to communicate orally with customers, vendors, management, and other co-workers is crucial. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information, and to prepare or inspect documents.Activities require the ability to remain in a stationary position 50% of the time, occasionally move about inside the office to access files or office equipment, operate a computer and other office productivity machinery, such as a calculator, handheld devices, copy machine, and computer printer.No heavy lifting is expected, though occasional exertion of up to 10 lbs. of force may be required. Good manual dexterity is required for the use of computers, mobile devices, and other productivity technologies.The job is performed indoors in a traditional office setting. Extended periods of sitting and extensive work at a computer and phone are normal.Travel Requirements1-3 times a year for required events and meetings