Operations Coordinator

Job Description

Job Description

ORGANIZATION OVERVIEW

The Children’s Grief Center (CGC) exists to ensure no child grieves alone. Since 1995, we have been the region’s sole provider of compassionate, evidence-based grief support for children, teens, and their surviving caregivers. We deliver peer-led programs, education, training, and community outreach that help children and families navigate loss, heal together, and preserve family bonds. Guided by a 13-member Board, we serve children ages 5–19 in the El Paso area who have lost a loved one to sudden tragedy, chronic illness, violence, military conflict, or suicide, providing a steady, hopeful presence for every step of the grieving journey.

POSITION DESCRIPTION

The Operations Coordinator supports the efficient, compliant, and mission-aligned functioning of the organization’s administrative, financial, and operational systems at the Children’s Grief Center. This position assists with documentation, supply purchasing, meeting and vendor communication, filing, billing support, meeting coordination, record maintenance, and financial processing support. The Coordinator also provides administrative support to the Grief Therapy Program, including billing assistance, credentialing coordination, and communication with internal and external partners to help ensure smooth daily operations.

EDUCATION, FORMAL TRAINING & KEY REQUIREMENTS:

• Bachelor’s degree preferred
• Minimum 3 years of experience in operations, administration, financial coordination, and/or customer service
• Experience in non-profit sector preferred or demonstrated transferable skills
• Proficiency in Microsoft Office Suite, Customer Relations Management software, and practice management or electronic health records systems
• Exceptional organization, attention to detail, and documentation accuracy.
• Ability to communicate with stakeholders in English and Spanish

PROFESSIONAL COMPETENCIES:

The following competencies guide professional conduct and development at the Children’s Grief Center:

Mission‐First

• Demonstrates commitment to CGC’s mission in all responsibilities.
• Fosters inclusive, compassionate spaces for grieving families.
• Ensures work aligns with the organization’s values and purpose.

Impact‐Focused

• Prioritizes both immediate and long‐term outcomes for children and caregivers.
• Tracks metrics and outcomes to strengthen program impact.
• Adapts and improves based on emerging needs, insights, and lessons learned.

Strategic Agility

• Connects program responsibilities to organizational goals and strategic priorities.
• Utilizes data to inform decision-making and improve program quality.
• Maintains a growth mindset, staying informed on grief-informed best practices.

Team Collaborator

• Works respectfully and collaboratively with peers and volunteers.
• Communicates clearly, proactively, and constructively.
• Aligns personal efforts with shared team goals and agency mission.

DUTIES & RESPONSIBILITIES:

** 1. Administration **

• Provide administrative support to Development & Operations Manager and CEO, including communications, scheduling, and document preparation.
• Maintain electronic and physical filing systems, ensuring accurate documentation control and records management.
• Manage incoming and outgoing correspondence (mail and email), phone calls, and internal communications
• Maintain calendars, coordinate team availability, and manage recurring deadlines and events.
• Support staff onboarding and offboarding, including HR documentation and file maintenance.
• Coordinate meeting logistics, including scheduling, attendance tracking, handouts or resource packets, and technology.
• Record, distribute, and archive meeting minutes.
• Track follow-up actions and distribute communications and calendar invitations.
• Maintain governance and compliance documents, including bylaws, policies, contracts, and organizational records.

2. Operations

• Coordinate supply inventory, purchasing, and vendor communications, including preparation of purchase orders.
• Coordinate facility maintenance requests and liaise with building vendors and service providers.
• Support workspace setup, equipment placement, and office organization.
• Ensure a safe, functional, and organized work environment.
• Maintain and track records of equipment, supplies, and organizational assets, including inventory management and asset documentation.
• Book meeting rooms/venues and coordinate logistics such as catering and setup.
• Provide general meeting and event coordination support.
• Support adherence to internal processes and procedures, identifying and escalating workflow or documentation gaps.

3. Finances & Fund Development

• Assist with invoices, receipts, vendor payments, and financial documentation for administrative, fundraising, and event activities.
• Support month-end close and financial reporting processes.
• Maintain accurate financial records for audit readiness and monitoring.
• Provide ongoing financial processing support, including filing, tracking, and documentation.
• Track and archive vendor agreements, invoices, and W-9s; maintain organized vendor and contract records.
• Arrange staff travel, including accommodations, transportation, and itineraries.
• Support donor data management, including maintaining accurate records in CRM systems and tracking contributions.
• Assist with gift processing, acknowledgments, and donor correspondence to ensure timely and accurate recognition.
• Support fundraising initiatives and events through coordination, logistics, reporting, and administrative support.

4. Clinical Operations

• Serve as primary front desk support by answering the Center’s phone and greeting/assisting visitors during business hours.
• Support third-party billing by preparing documentation, resolving denials, contacting insurance payors, and addressing discrepancies.
• Assist families with billing inquiries, account balances, and required documentation.
• Coordinate with credentialing vendors to support timely credentialing and re-credentialing of clinical staff.
• Support workflows aligned with the Director of Clinical Services.
• Coordinate communication among clinical staff, billing vendors, bookkeeping partners, and leadership to support effective revenue cycle operations.

ALIGNMENT WITH CGC VALUES:

The Operations Coordinator models the Children’s Grief Center values of Inclusivity, Compassion, Integrity, Service, and Wellness in all interactions with staff, volunteers, participants, and community partners. The Coordinator demonstrates professionalism, empathy, accountability, and mission-focused conduct, ensuring that how we serve families reflects the same quality and care as what we provide.

Comprehensive benefits package to include generous time off/holidays, health insurance, employer- sponsored life and disability insurances + professional development opportunities!

Applications accepted through 6/30/2026