Business Operations Specialist II

American Red Cross•St. Louis, MO

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! We are seeking a full-time Business Operations Specialist for our St. Louis, MO office supporting the Missouri Arkansas Region. This position is eligible for relocation assistance. WHAT YOU NEED TO KNOW (Job Overview): The Business Operations Coordinator will perform transactional activities such as budget monitoring, handling daily finance transactions, managing local vendor relationships, facilities management, and running records/reports to support the finance, operational and administrative functions. Provide support, development and/or leadership guidance to all volunteers.

Requirements

High School or equivalent required.
Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business or equivalent combination of education and related experience required.
Ability to work on a team.
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.
Travel may be required.
Combination of candidate’s education and general experience satisfies requirements so long as the total years equate to description’s minimum education and general experience years combined (Management experience cannot be substituted).

Nice To Haves

Proficient in Excel
Willingness to learn new software modules
Strong attention to detail
Ability to handle multiple projects at the same time and work in a face paced environment
Appreciation of confidentiality and compliance
Team player

Responsibilities

Financial & Administrative Reporting: 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. Prepares and analyzes expense data for department directors. Responds to internal/external requests for expense information and/or documentation as appropriate for input, tracking or reporting.
eMax for Facility/Asset Management Oversight: Approves and ensures repairs are completed within budget and appropriate system is used to pay vendors, including generating work, service orders, purchase orders; and all functions are updated and current in eMax.
Facility Documentation: Performs monthly uploads of facility documentation received from Facility Management.
Volunteer Supervision and Coordination: 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.
Events: Trains staff to prepare insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items.
Provide administrative budget support such as: expense coding, financial report dissemination, analyzing monthly forecasting of expenses, initiation, monitoring, and approval of regional procurement transactions, establishing location processes for cash and card transactions, and ensuring that programs are executed within budget in collaboration with department leaders.
May coordinate and train volunteers to assist with less complex daily transactional work.
Lead system user/training for Business Applications and IT Services using the appropriate system to troubleshoot phone and computer issues for Region and assist with tech services requests.
Support facilities/asset management by ensuring repairs are completed within budget and managing vendor-related activities such as ensuring the appropriate system is used to pay vendors, maintaining relationships with vendors at each physical location, obtaining proposals for new vendors, providing business plan information for real estate transactions, and updating risk management system with current values/status.
Maintain fleet inventory records, file, and maintain insurance claims and follow up with estimates/repairs.
Maintain insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol to support meeting planning.
Provide guidance and data for grant reports and respond to internal/external requests for information and/or documentation.
Develop, maintain, and distribute a regional Standard Operating Procedures Manual to ensure consistent processes/procedures related to operations functions throughout the Region.

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 Program
Disability and Insurance: Short + Long Term
Service Awards and recognition

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