Operations Specialist

The Nature Conservancy•Charlottesville, VA

12d•$60,000 - $67,000•Onsite

About The Position

The Operations Specialist provides in-person administrative, logistical, and operational support for the effective day-to-day functioning of The Nature Conservancy’s Charlottesville, Virginia office. As part of a team, the role supports procurement, events, meetings, IT, facilities, and records management, while helping implement approved operational plans and meet business unit priorities. The specialist coordinates processes, tracks deliverables, facilitates stakeholder communication, and helps ensure operational activities are completed effectively and on schedule. The position may coordinate workspace administration, vendor and supplier relationships, insurance documentation, emergency preparedness, records management, and operational compliance. It supports employee engagement, local non-HR onboarding, trainings, staff meetings, retreats, and special events by coordinating logistics, communications, materials, scheduling, and participant support. The specialist also guides and trains staff on operational procedures, business processes, purchasing practices, fleet policies, and related systems; maintains accurate records; monitors compliance; and supports improvements that enhance efficiency and effectiveness.

Requirements

Bachelor’s degree and 2 years of related experience, or an equivalent combination.
Experience coordinating operational, administrative, or business processes.
Experience managing multiple projects and competing priorities.
Experience organizing meetings, events, or operational logistics.
Experience working across teams and communicating with a wide range of people.
Must meet The Nature Conservancy’s background screening requirements.

Nice To Haves

Multilingual skills and multicultural or cross-cultural experience.
Experience in facilities, operations, procurement, fleet, or administrative management.
Strong organizational skills, accuracy, and attention to detail.
Ability to analyze information to coordinate and plan activities and solve problems.
Excellent customer service skills and focus.
Experience in business writing, editing, and proofreading.
Experience interpreting guidelines to achieve desired results.

Responsibilities

Act independently on assigned tasks, use judgment based on analysis and experience, and refer difficult questions and unusual problems to a supervisor.
Receive, process, and distribute mail.
Process incoming checks for multiple departments, including scanning documents.
Monitor and provide phone reception services.
Manage the organization’s email address and Outlook mailing lists.
Respond to routine staff and stakeholder questions about established processes, systems, resources, and business unit activities.
Handle purchasing, invoices and reimbursements, vendor negotiations and contracts, expense reports, and participation in budget preparation.
Provide administrative and project support to other teams as needed and as capacity allows.
Maintain office systems, equipment, and vendor relationships, including the multifunction printer, Sonitrol security system, and appliances.
Serve as the primary liaison with the building landlord on facility, parking, and vehicle issues, and communicate landlord notices to staff.
Collaborate with staff, volunteers, vendors, and internal and external partners to foster productive working relationships.
Coordinate special events, including schedules, communications, participant lists, logistics, and technology readiness.
Provide reception support during office events and meetings.
Ensure compliance with Conservancy policies and procedures and external donor, legal, and IRS requirements.
Handle confidential information sensitively.
Support local vehicle fleet operations, including maintaining state registrations, insurance cards, and related documentation.
Support laptop distribution for new staff and replacement devices.
Serve as the primary Notary Public supporting the Charlottesville office.
Coordinate staff recognition and gift distribution for employee work anniversaries.
Support operational processes and business unit priorities by coordinating activities, tracking deliverables, facilitating communication, and helping ensure work is completed on schedule.
Support office operations, employee engagement, local non-HR onboarding, trainings, staff meetings, retreats, and events.
Provide staff guidance and training on operational procedures, business processes, purchasing practices, fleet policies, and related systems.
Maintain records, monitor compliance requirements, and support operational improvements.