Operations Specialist

What We Can Achieve Together: The Operations Specialist provides in-person administrative, logistical, and operational support to help ensure the effective day-to-day functioning of TNC’s Charlottesville, VA Office. This position works as part of a team providing a broad range of operational support such as procurement, special events, meetings, IT, facility and records management. The Operations Specialist works toward meeting program and business unit priorities by implementing approved operational plans and carrying out day-to-day operational activities. The position supports business unit priorities by coordinating operational processes, tracking deliverables, facilitating communication among stakeholders, and helping ensure operational activities are completed effectively and on schedule. They may coordinate office operations including workspace administration, vendor and supplier relationships, insurance documentation, emergency preparedness, records management, and operational compliance activities. The position supports employee engagement, (non-HR/ local) onboarding, trainings, staff meetings, retreats, and special events by coordinating logistics, communications, materials, scheduling, and participant support. The Operations Specialist provides guidance and training to staff regarding operational procedures, business processes, purchasing practices, fleet policies, and related systems. They maintain accurate records, monitor compliance requirements, and support implementation of operational improvements that enhance efficiency and effectiveness across the business unit. RESPONSIBILITIES & SCOPE Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor; Receive, process, and distribute mail; Process incoming checks for multiple departments, including document scanning; Monitor and provide phone reception services; Manage the organization’s email address and Outlook mailing lists; Respond to routine staff and stakeholder questions and provide information about established processes, systems, resources, and Business Unit activities; Financial responsibility includes purchasing, processing invoices and reimbursements, negotiating and contracting with vendors, preparing and submitting expense reports, and participating in budget preparation; Assist with administrative/project support for other teams as needed and as capacity exists; Maintain office systems, equipment, and vendor relationships including multi-function printer, Sonitrol security system and appliances; Serve as the primary liaison with the building landlord to address facility, parking, and vehicle issues, as well as communicate landlord notices to staff; Collaborate with staff, volunteers, vendors, and internal and external partners to foster productive, high-trust working relationships; Coordinate special events, including managing schedules, drafting communications, curating participant lists, overseeing logistics, and ensuring technology readiness; Provide reception support during office events and meetings; Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; Demonstrate sensitivity in handling confidential information; Support local vehicle fleet operations, including maintaining state registrations, insurance cards, and related documentation; Support laptop distribution for new staff and replacement devices; Serve as the primary Notary Public supporting the Charlottesville office; and Coordinate staff recognition and gift distribution for employee work anniversaries. We’re Looking for You: Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work that You Can Believe in where you can feel like you are making a difference every day. We’re looking for someone with strong experience in leading a diverse, multi-disciplinary team. The ideal candidate should have exceptional communication and collaboration skills and experience designing, organizing, and directing complex projects. This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our team! What You’ll Bring: Bachelor’s degree and 2 years related experience or equivalent combination; Experience coordinating operational, administrative or business processes; Experience managing multiple projects and competing priorities; Experience organizing meetings, events, or operational logistics; and Experience working across teams and communicating with a wide range of people Desired Qualifications: Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated; Experience in facilities, operations, procurement, fleet, or administrative management; Strong organization skills, accuracy, and attention to detail; Ability to analyze information for the purpose of coordinating and planning activities and solving problems; Excellent customer service skills and focus; Experience in business writing, editing, and proofreading; and Experience interpreting guidelines to achieve desired results. Salary Information: The starting pay range for a candidate selected for this position is generally within the range of $60,000-$67,000. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment. Who We Are: The Nature Conservancy’s mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive. We’re rooted in our mission and guided by our values, which include respect for all people, communities, and cultures. Whether it’s career development, flexible schedules, or a rewarding mission, there’s many reasons to love life inside TNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor. One goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging and that their unique contributions to our mission are valued. In addition to the requirements in our job postings, we recognize that people come with talent and experiences outside of a job and consider each applicant’s unique experience. To quote a popular saying at TNC, “you’ll join for the mission, and stay for the people.” What We Bring: Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world! TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our Benefits and Perks here. We’re proud to offer a flexible work environment that supports of the health and well-being of the people we employ. Our recruiting process includes a rolling interview process to ensure we engage applicants in a timely manner. This means we may review applications in the order in which they are received. Once a strong candidate pool is identified, the role will be unposted. The Nature Conservancy is an Equal Opportunity Employer. Our commitment to equal employment is to recognize that our conservation mission is best advanced by the leadership and contributions of people of all backgrounds, beliefs, and culture. Recruiting and mentoring staff to create an inclusive organization is a priority, and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law. The successful applicant must meet the requirements of The Nature Conservancy's background screening process. Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings! TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to View email address on click.appcast.io with Request for Accommodation in the subject line. The Nature Conservancy is a global environmental nonprofit working to create a world where people and nature can thrive. Founded in the U.S. through grassroots action in 1951, The Nature Conservancy (TNC) has grown to become one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than a million members and the dedicated efforts of our diverse staff and over 400 scientists, we impact conservation in 79 countries and territories: 37 by direct conservation impact and 42 through partners. To conserve the lands and waters on which all life depends. Our vision is a world where the diversity of life thrives, and people act to conserve nature for its own sake and its ability to fulfill our needs and enrich our lives. #J-18808-Ljbffr USA The Nature Conservancy