BWCH OPERATIONS COORDINATOR

Arizona Department of Administration•Phoenix, AZ

2d•Onsite

About The Position

Under general supervision of the Bureau Chief, this position performs a broad range of operational and administrative functions that support multiple teams within the Bureau of Women’s and Children’s Health (BWCH). The Bureau Operations Coordinator ensures efficient execution of procurement, administrative, and operational processes across the bureau. Key responsibilities include maintaining standard work, policies, and procedures; coordinating vendor contracts; managing records; handling mail; assisting with CAS/DRS/PRS entry; developing tracking tools; and overseeing inventory and supplies. This role partners with managers and programs to process procurement and IT requests, resolve operational issues, and ensure compliance with agency policies. The position leads core operational activities, including records retention, inventory and asset management, facilities coordination, state vehicle maintenance, travel requisitions, vendor support, auditing requests, and web updates. It also serves as the bureau facilities coordinator, leads inventory management, and acts as a backup for the sensory screening loan equipment program. Additional responsibilities include developing and maintaining systems to track contract deliverables and expirations, managing requisitions in the Arizona Procurement Portal (APP), and reconciling contract financial data. The role also supports staff training on operational processes to promote consistency and efficiency. This position requires strong organizational and communication skills, attention to detail, and the ability to work collaboratively across teams.

Requirements

Knowledge of: Government or public sector administrative operations, including procurement procedures, records retention, inventory management, and compliance with agency policies and standard work.
Considerable detailed knowledge of the program funding structure, statutes and mandates regarding program functions, mission, strategic plan, fund source requirements, statutory limitations, and policies and operations of the service unit.
Federal, state and department rules, regulations, policies, and procedures (e.g. financial management, accounting, procurement, grants management).
Federal and state government operations and processes, including legislative, appropriations and administrative processes and their underlying principles and concepts.
Procurement process.
Financial and database software programs and the ability to extract data and prepare reports.
Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
Skill in coordinating multiple operational functions simultaneously, including vendor contracts, procurement requests, facilities, and inventory, while managing competing priorities and deadlines.
Conceptualizing, planning and evaluating fiscal operations.
Extracting, compiling, evaluating, analyzing and presenting fiscal information.
Negotiating, facilitating, and resolving complex financial issues involving multiple interests.
Mathematical skills.
Attention to detail.
Developing process and procedure.
Writing contracts.
Providing training and guidance to others.
Prioritize, plan and organize multiple tasks.
Customer service skills.
Communication skills verbal and written.
Presentation and training skills.
Problem solving skills.
Critical thinking skills.
Initiative and dependability.
Record keeping.
Time management skills.
Proficiency in Google Suite including sheets and Microsoft Word and Excel.
Ability to analyze and make recommendations a decision under pressure.
Learn financial database and operational tracking systems in use by agency.
Ability to design, implement, and maintain tracking tools and systems to monitor contracts, deliverables, inventory, and operational workflows with a high level of accuracy.
Strong interpersonal and communication skills to effectively partner with bureau leadership, program managers, vendors, and staff, and to provide training and guidance on operational processes.
Active listener and efficient communicator.
Provide and receive feedback.
Prioritize, plan, and organize multiple tasks.
Pursue ongoing professional development.
Work independently and collaboratively.
Ability to review, reconcile, and analyze operational and financial data to ensure accuracy, identify issues, and maintain compliance with agency policies and procedures.
Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Nice To Haves

Bachelor’s degree in Business Administration or related field; or equivalent combination of education, training, and experience.
At least 3 years of experience directly related to the duties and responsibilities.
Office management, operations, accounting/financial experience preferred.

Responsibilities

Coordinate bureau operations, ensuring efficiency and consistency across teams. Maintain standard work, policies, and procedures. Handle mail distribution, assist with sensory screening loan equipment program, and complete bureau web and communication updates and timely. Develop and maintain tracking tools and operational documentation. Update bureau related materials i.e. org charts and coordinate dissemination of bureau updates. Prepare and deliver operations updates for internal meetings.
Lead inventory management and asset tracking, including asset tagging. Serve as bureau facilities coordinator, addressing equipment and facility needs including moves, storage, office keys, large trash can requests, cell phone requests, etc. Oversee office supplies, ordering, and equipment inventory. Coordinate state vehicle use and ongoing maintenance. Partner with managers and programs to support procurement and IT service requests. Coordinate travel requisition process for bureau staff. Resolve issues in collaboration with internal teams.
Ensure compliance with agency policies, procedures, and audit requirements. Manage bureau records retention processes. Support fiscal functions related to auditing requests, vendor lookup, and timely CAS/DRS/PRS entry. Resolve operational, procurement, and contracting issues in collaboration with internal teams.
Train, instruct, guide and counsel program staff in policy and procedures related to all bureau operation processes. Develop staff training on operational processes and assist with maintaining and tracking of training materials. Participate in ongoing professional development, learning agency related software and systems.
Set-up for in-person bureau meetings and trainings including equipment and printing of materials. Participate in a variety of meetings as a member of various agency and bureau teams.
Other duties as assigned as related to the position.

Benefits

Affordable medical and dental insurance plans
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
10 paid holidays per year
Wellness program and plans
Life insurance
Short/long-term disability insurance
Defined retirement plan
Award winning infant at work program
Credit union membership
Transit subsidy
ADHS Student Assistance Pilot Program