Business Operations Specialist I_

American Red Cross • Tucson, AZ

10d • Onsite

About The Position

Joining The American Red Cross is like nothing else – it’s as much something you feel as something you do. You become a vital part of the world’s largest humanitarian network. Joining a team of welcoming individuals who are exceptional, yet unassuming. Diverse, yet uncompromising in unity. You grow your career within a movement that matters, where success is measured in people helped, communities made whole, and individuals equipped to never stop changing lives and situations for the better. When you choose to be a force for good, you’ll have mentors who empower your growth along a purposeful career path. You align your life’s work with an ongoing mission that’s bigger than all of us. As you care for others, you’re cared for with competitive compensation and benefits. You join a community that respects who you are away from work as much as what you do while at work. Where Your Career is a Force for Good! WHAT YOU NEED TO KNOW (Job Overview): This position is not eligible for relocation assistance. The candidate must reside no more than 45 minutes from Tucson AZ chapter. Reporting to the Chief Operating Officer or the Chief Administrative Officer, the Business Operations Specialist supervises the daily operation of support services and business office operations for regional administrative functions. This includes supervision of volunteers who will handle daily transactional responsibilities. Oversees budget monitoring, daily finance transactions, local vendor relationships, facilities management, fleet management, HR, IT, and records/reports. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations. Is the lead system trainer for software business applications. Provides COO/CAO operations management for the Region in the absence of the COO/CAO.

Requirements

• Associate’s degree in Accounting, Business or Public Administration required.
• Applicable experience may be applied towards education requirement but must be in addition to years experience required below.
• Minimum 4 years’ financial or facilities business operations/administrative experience in community organizations, government agencies, non-profit organizations or business.
• Experience working effectively with volunteers and board members.
• Experience in coordinating finance and administrative functions including information systems and facilities.
• A Bachelor’s degree combined with 2 years related experience may substitute for the years of education/experience indicated previously.
• Prefer minimum 6 months experience supervising employees or volunteers.
• Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations.
• Excellent organizational skills and ability to work with attention to detail.
• Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders.
• Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.
• Strong knowledge of federal, state and local employment laws.
• Travel is required throughout the Region.
• Some out-of-region travel may also be required.

Nice To Haves

• Problem solver
• Develop inter department relationships
• Independent worker
• Develop a volunteer team
• Computer savvy
• Must understand the process behind the CRMs
• Must have a can-do attitude.
• Good communicator.
• Ownership of work.
• Accountability.

Responsibilities

• Provides administrative budget monitoring and expenditure review regarding expenses including approval of regional procurement transactions.
• Collaborates with department leaders to ensure that programs are executed within budget.
• Ensures location processes are established and functioning for all cash and card transactions.
• Prepares and analyzes data for monthly forecasting of expenses for department directors.
• Provides guidance and data for grant reporting.
• Responds to internal/external requests for information and/or documentation and delegates as appropriate to volunteers for input, tracking or reporting.
• Acts as Region point of contact for FOCIS information.
• Develops and oversees maintenance and distribution of consistent regional operations processes and procedures.
• Advises COO/CAO of findings and recommendations.
• Coordinates activities of the facility in regard to maintenance.
• Approves and ensures repairs are completed within budget and appropriate system is used to pay vendors.
• Develops and maintains relationships with vendors supporting each physical location.
• Obtains proposals for potential new vendors.
• Provides and analyzes information/data needed for developing Business Plans for real estate transactions.
• Collaborates with region management to ensure business office operations achieve objectives and performance targets.
• Is liaison with other sectors for shared facilities/assets.
• Analyzes risk management system with current values/status as appropriate.
• Provides direction and training to volunteers to handle the administrative transactions necessary for the business, ensuring that their efforts are well-coordinated with the strategic business goals.
• Evaluates volunteer performance.
• Plans work schedules, assigns or delegates work daily.
• Analyzes fleet inventory records.
• Ensures appropriate and timely maintenance.
• Manages and trains volunteers regarding the filing and maintenance of insurance claims and follow up with estimates/repairs.
• Is liaison with Fleet Management in other sectors.
• Participates in planning events meetings.
• Trains volunteers to prepare insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol.
• Trains staff in use of business software application systems.
• Expedites escalations for regional phone and computer issues.
• Assures appropriate level of assistance for expediting tech services requests.

Benefits

• Medical, Dental Vision plans
• Health Spending Accounts & Flexible Spending Accounts
• PTO: Starting at 15 days a year; based on type of job and tenure
• Holidays: 11 paid holidays comprised of six core holidays and five floating holidays
• 401K with up to 6% match
• Paid Family Leave
• Employee Assistance
• Disability and Insurance: Short + Long Term
• Service Awards and recognition

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree