Operations Coordinator, Content and Creative

Job Category Content and Creative Employee Type FT Non-Exempt Purpose and Scope The Operations Coordinator assists the Content & Creative team members in organizing, scheduling, and completing responsibilities to completion, providing ongoing coordination and administrative support. This individual champions the project management process by monitoring progress, confirming all required steps for deliverables are completed, and communicating results. The coordinator tracks milestones and deployments, maintains project documentation, and serves as a central point of contact for programs coordinators, ensuring timely communication, clarification of details, and on-time completion of tasks and projects through the shared project management system. Primary administrative responsibilities include managing the Director’s calendar and correspondence, coordinating meetings and travel, preparing and processing budgets, purchase orders, invoices, and expense reports, and overseeing general office administration for the Division. The Coordinator also oversees office administration tasks, including the archiving of printed samples, files, and divisional records, helping advance the divisional purpose of engaging creative work and delivering God-honoring, exceptional services that strengthens the member experience of Gideons and Auxiliary. Essential Job Functions Coordination of Projects Leads all project coordination for Content & Creative in alignment with the Director’s leadership. Coordinates the flow of content and creative projects from planning of responsibilities through final release, ensuring timely and accurate completion. Supports and monitors Content & Creative procedures & processes to help complete responsibilities within scope, timeframe, and budget expectations. Serves as a primary point person for organizing and maintaining project details in the shared project management system (Teamwork), with project status always updated and accurate. Identify team responsibilities that are projected to miss expectations and proactively communicate with the Director to work with team members to adjust appropriately. Assist other division team members with workflows and correspondence in Teamwork. Maintains accurate and up-to-date project documentation, records, and files throughout the project lifecycle. Serve as a point of contact for program coordinators, facilitating clear communication and status updates. Champions the project management process by confirming that all required steps, approvals, and deliverables are completed prior to project closure. Divisional Administration Supports the Director with his role and responsibilities. Manages the Director’s calendar and correspondence. Meeting management: scheduling, agenda, pre-documentation, details, notes, and action items. Maintains departmental calendars. Assist Director in developing the divisional annual budget plan and managing the budget. Prepares, processes, and tracks budgets, purchase orders, invoices, and expense reports in accordance with organizational policies. Assists in ordering and maintaining inventory of office supplies. Manages organization and retrieval of both physical and electronic files. Assists in sample management and filing of divisional records, articles, and other campaign materials. Helps in an archival process of historical artifacts and brand assets that become historical. Finds, catalogs & preserves, the Heritage Center; helps maintain the center’s system & artifacts. Other tasks as assigned by the Director. Staff Devotions Participate in daily morning staff devotions. Serve by praying and reading Scripture in support of devotion leaders on a rotating basis. Working Relationships Reports To: Director, Content & Creative People Management Responsibility: No Works Closely With: Content & Creative team, Support Services, Planning & Design, Ministry Events Essential Knowledge, Skills, and Training & Development Non-physical Can anticipate support for the Director to assist in managing his time and effectiveness Ability to gain, apply, and represent knowledge and understanding Gideon policies, procedures, and organizational processes. Familiar with Style Guide and other brand-related resources to provide to staff. Sensitivity, discretion, and integrity with confidentiality Excellent writing, grammar, and interpersonal communication skills High attention to detail, accuracy, and quality Follow verbal and written instructions Ability to use both PC and Apple operating systems and software, including but not limited to expertise in Microsoft Office Suite and Adobe Acrobat Ability to learn new software applications as necessary, like Adobe Creative Suite Display both analytical and creative skills Ability to communicate effectively with all departments, vendors, members, etc. Good understanding of workflow and project management best practices is desirable Experience working with creative and marketing teams is a plus Experience working with customer-care or call centers is desirable Physical While performing the duties of this job, the employee is required to stand, walk, sit, talk, and hear. Specific vision abilities required by the job include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. CORE COMPETENCIES Actively learns, demonstrates and fosters the organization's culture of excellence in all actions and words Takes personal initiative and is a positive example for others to emulate Ability to understand the fundamental business drivers of the organization and provide strategic recommendations to management. Proven ability to keep a big picture perspective while dealing with very detailed information. Foster open communications and approachability Positive and constructive attitude Ability to set priorities and meet deadlines Ability to achieve desired results through interpersonal relations Effective verbal and written communication skills Superior editing and proofreading skills Work Environment and Time Requirements Climate-controlled office environment Variations in work volume sometimes require extended working hours Potential for some remote work Minimum Qualifications Associate degree or equivalent experience Proficient with both Apple and PC platforms Proven expertise in all Microsoft Office Suite applications Successful completion of a drug and background screen Associate degree or equivalent combination of education and relevant work experience. 2+ years of experience in an administrative, coordination, or project support role. Demonstrated experience supporting projects with multiple stakeholders and deadlines. Experience with basic budgeting processes, expense reporting, and purchase order workflows. Excellent written and verbal communication skills. High attention to detail with strong proofreading and documentation skills. Preferred Qualifications Working knowledge, understanding and acceptance of Gideon policies, procedures and organizational structure Basic familiarity with Adobe Creative Suite Superior editing and proofreading skills Bachelor’s degree in Communications, Marketing, Business Administration, Project Management, or related field. Experience working in a creative, content, marketing or communications environment. Familiarity with project management tools or workflow systems (such as Teamwork) This Job Description is for general purposes and guidelines only and should not be considered all-inclusive. Neither does the receipt of this job description constitute an employment contract. Furthermore, it should be known that this list of job requirements is subject to change without written notice. #J-18808-Ljbffr