Business Operations Specialist/Program Support

Job Title: Business Operations Specialist

Minimum Experience: 5+ Years of Related Experience

Minimum Education: Associate Degree (AA/AS) in Business Administration, Management, Public Administration, Communications, or a related field. Equivalent combination of education and experience may be considered.

Position Summary

The Business Operations Specialist provides comprehensive administrative, operational, programmatic, and project support services to ensure efficient business operations and successful execution of organizational initiatives. This role serves as a central coordination point between internal teams, customers, vendors, and stakeholders, supporting business processes, reporting functions, documentation management, customer engagement activities, and continuous improvement efforts.

The ideal candidate possesses strong organizational, analytical, and communication skills, with the ability to manage multiple priorities, coordinate cross-functional activities, and contribute to operational excellence in a fast-paced environment.

Key Responsibilities

Business Operations & Administrative Support

• Provide day-to-day operational and administrative support to business units, program managers, and leadership teams.
• Coordinate business activities, schedules, meetings, and operational initiatives to ensure timely completion of objectives.
• Develop, maintain, and improve administrative procedures, workflows, and operational processes.
• Assist in the preparation of business correspondence, presentations, reports, and executive briefings.
• Monitor action items, deadlines, and deliverables to ensure compliance with organizational requirements.

Program and Project Coordination

• Support the planning, execution, tracking, and reporting of business programs and projects.
• Coordinate project activities among internal departments, external stakeholders, vendors, and customers.
• Maintain project documentation, schedules, status reports, and meeting records.
• Assist project managers in monitoring milestones, identifying risks, and ensuring timely completion of deliverables.
• Facilitate communication between project teams and leadership to support informed decision-making.

Client and Stakeholder Engagement

• Serve as a primary point of contact for customers, business partners, vendors, and stakeholders.
• Build and maintain positive working relationships through professional communication and responsive customer service.
• Coordinate meetings, stakeholder engagements, and business reviews.
• Address inquiries, resolve administrative issues, and escalate concerns when appropriate.
• Support customer satisfaction initiatives and contribute to the organization's service excellence objectives.

Reporting, Analysis, and Performance Monitoring

• Collect, organize, and analyze business data from multiple sources.
• Develop recurring and ad hoc reports, dashboards, and performance metrics.
• Identify trends, operational challenges, and opportunities for process improvement.
• Present findings and recommendations to management and stakeholders.
• Support strategic planning and business decision-making through data-driven analysis.

Documentation and Records Management

• Create, maintain, and manage operational documentation, policies, procedures, and records.
• Ensure documentation accuracy, completeness, and compliance with organizational standards.
• Manage correspondence, records retention activities, and document control processes.
• Support audits, reviews, and compliance activities by providing required documentation and reporting.

Process Improvement and Quality Support

• Participate in quality improvement initiatives and operational efficiency programs.
• Evaluate existing business processes and recommend enhancements to improve effectiveness and productivity.
• Assist in implementing process changes, tracking outcomes, and measuring performance improvements.
• Support organizational efforts related to continuous improvement, risk mitigation, and service delivery optimization.

Required Knowledge, Skills, and Abilities

• Strong understanding of business operations, administrative management, and program support functions.
• Excellent organizational and time-management skills with the ability to prioritize competing responsibilities.
• Strong analytical and problem-solving abilities.
• Experience developing reports, tracking metrics, and analyzing operational data.
• Exceptional verbal and written communication skills.
• Strong customer service and stakeholder relationship management capabilities.
• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Ability to work independently and collaboratively within cross-functional teams.
• High attention to detail and commitment to accuracy.

Preferred Qualifications

• Experience supporting government, corporate, or enterprise-level business operations.
• Familiarity with project management methodologies and business process improvement practices.
• Experience with reporting tools, databases, and business analytics platforms.
• Knowledge of records management, compliance, and quality assurance processes.

Work Environment

• Works under general supervision while exercising independent judgment in carrying out assigned responsibilities.
• Collaborates regularly with management, project teams, customers, vendors, and external stakeholders.
• Supports a dynamic operational environment focused on efficiency, customer satisfaction, and continuous improvement.