Executive Operations Coordinator

Career Opportunities @Phmc•Philadelphia, PA

About The Position

The Executive Operations Coordinator will oversee and coordinate various aspects of operations, including managing people and assets, inventory, contracts, and Board administration for Health Promotion Council and the Health Promotion Services (HPS) Division. They will be responsible for employee onboarding and training, new hire equipment setup, asset management for all technology purchases, office management, meetings coordination, and support as needed. They will also manage inventory levels, make credit card purchases, reconcile credit card statements, order supplies, disburse gift cards, coordinate travel requests, and process financial transactions. In addition, they will be responsible for contract submission and tracking. The ideal candidate will have experience in managing people, assets, inventory, Board administration, and contracts, as well as coordinating meetings and providing support. Strong communication and organizational skills, proficiency in Microsoft Office and financial software, and familiarity with inventory control policies and procedures, and grant portals are preferred.

Requirements

Strong attention to detail and Highly Organized.
Comfortable with Microsoft Office, particularly Excel, PowerPoint, Microsoft Teams, and Zoom.
Excellent communication skills and can tailor the method of information dissemination as needed.
Comfortable tracking a task through multiple stages and steps.
ABLE to Problem Solve when challenges arise and Capable Of Developing creative resolutions.
Demonstrates an understanding of Fiscal Responsibility.
1-3 years of experience with Grant portals and Notion is required.
Bachelor's Degree

Responsibilities

Act as an operational resource for Health Promotion Services’ (HPS) staff.
Respond promptly to general inquiries as needed.
Liaise between HPS departments and the Outreach and Engagement Manager to ensure branded content is regularly developed and maintained.
Liaise with shared services departments to ensure all requests are handled in a timely and efficient manner.
Schedule and coordinate the logistics for HPS/HPC meetings to include supervisor meetings, semi-annual retreats, division-wide trainings, and general staff meetings.
Participate in department and team meetings as required to fulfill duties.
Manage time-limited projects as assigned by the Operations Department.
ABLE to problem-solve when challenges arise and capable of developing creative resolutions.
Demonstrates an understanding of Fiscal Responsibility.
Maintains the confidentiality of Business and Employee Sensitive Information.
Must be comfortable managing a process from start to finish and delegating to team members for support as needed.
Coordinate hiring process with hiring manager and under the direction of the Operations Manager, including facilitating the credentialing process.
Coordinate and track recredentialing for HPS employees.
Coordinate and host new employee onboarding.
Provide training on technology resources and operational procedures for new employees and, as needed, when there are updates to operations.
Liaise with the Public Health Management Information Technology Department (IT) to facilitate new hire equipment setup.
Monitor asset management for all technology purchases within the HPS Division.
Identify and remedy inefficiencies in the new employee onboarding process.
Maintain the HPS employee list.
Provide technical assistance for remote staff to ensure they can comply with operational processes and procedures.
Submit, track, and troubleshoot all subcontracts.
Provide reports to the Operations Department on contract status.
Process and track assigned credit card purchases.
Compile the monthly credit card reconciliations for HPS/HPC purchases as assigned.
Monitor, track, and maintain inventory for several HPS departments; assist senior staff with audits.
Process general supply orders.
Maintains the confidentiality of Business and Employee Sensitive Information.
Schedule Board and Board Committee meetings and coordinate all meeting logistics.
Responsible for Board and Board Committee meeting minutes.