Workforce Operations Specialist (Grant-Funded)

We are seeking a high-level administrative, operational, and logistical support to the Workforce team. This role is responsible for managing executive scheduling and communications, overseeing office and inventory operations, supporting event logistics, maintaining digital records, and coordinating invoicing and vendor documentation. This position plays a critical role in ensuring the smooth day-to-day functioning of workforce programs and freeing program leadership and trainers to focus on strategy, instruction, and outcomes. The role has no direct reports and does not include case management, instruction, or employer relationship ownership. Experience and Qualifications 3+ years of administrative, operations, or program support experience Strong organizational skills and attention to detail Comfort managing calendars, inboxes, and multiple priorities Experience with digital file systems (Google Drive, Dropbox) Familiarity with invoicing, expense documentation, or financial systems (Bill.com experience a plus) Ability to work independently and anticipate needs Professional and welcoming presence in a front-facing role Salary Range: $45,000 - $55,000 commensurate with experience. Essential Duties and Responsibilities Executive & Calendar Support Manage the Senior Director’s email inbox, including triaging messages, flagging priorities, and organizing correspondence Manage the Senior Director’s calendar, including scheduling meetings and coordinating availability with internal staff and external partners Maintain shared calendars for workforce cohorts, trainings, and events Provide time-bound administrative support for special planning projects as assigned Front Desk & Office Operations Serve as front desk support at the satellite office, greeting visitors, students, and partners Share front desk coverage with an intern or temporary staff when available; provide backup coverage as needed. Maintain a welcoming, organized, and professional office environment. Coordinate basic office logistics to ensure meeting rooms and shared spaces are prepared for use Supplies, Inventory & Program Materials Manage monthly office and program supply orders, including Amazon and other vendors Maintain inventory tracking for office supplies, program materials, and event supplies Order books, uniforms, and required materials for new workforce cohorts Prepare participant bags, packets, and materials for orientations, graduations, employer engagements, and large convenings Anticipate material needs ahead of cohort launches and events Digital File & Records Management Maintain organized digital filing systems across Google Drive and Dropbox Create and uphold consistent folder structures and naming conventions Track tasks, timelines, and requests using Monday.com Ensure program, vendor, financial, and event documents are properly labeled, stored, and easy to locate Event & Logistics Support Provide administrative and logistical support for workforce-related events, including orientations, graduations, employer engagements, and partner convenings Support event preparation by tracking timelines, preparing materials and supplies, and coordinating room setup needs Place food and catering orders and coordinate delivery logistics Support post-event organization of materials, receipts, and documentation Finance & Vendor Support Collect and process vendor invoices related to workforce programs Upload invoices, receipts, and supporting documentation into Bill.com Support biweekly payment request submissions and track invoice status Maintain organized financial documentation to support reporting and audits Coordinate with internal finance staff to ensure timely vendor payments What This Role Does Not Include Direct supervision of staff or students Student case management or counseling Instructional or training responsibilities Employer relationship ownership Event strategy, agenda design, or external invitations Event Time Allocation Executive & calendar support: 20% Office operations & front desk coverage: 15–20% Supplies, inventory, books & uniforms: 15% Digital systems & records (Google Drive, Dropbox, Monday.com): 15% Finance & vendor support (Bill.com, invoicing): 10% Event logistics support: 10–15% Special projects: 5% #J-18808-Ljbffr Greater Memphis Chamber