Operations Specialist

The Primavera Foundation•Tucson, AZ

11h

About The Position

DUTIES AND RESPONSIBILITIES (Work assignments may vary depending on the department’s needs and will be communicated to the applicant or incumbent by leadership): Greet, welcome, and provide accurate information to visitors, participants, and staff. Calmly navigate interactions with program participants and/or challenging visitors to the organization. Answer a multi-line phone system for the organization. Provide general program information and appropriate referral information. Navigate phone system calls,, transferring, using the intercom, and taking messages as appropriate. Maintain a friendly, clean, and safe environment in the building’s reception/lobby area. Maintain records systems, files, and copies. Respond promptly to email messages and disseminate routine communications, including fax documents. Provide a range of clerical support to the organization, including data entry in Excel and other systems, developing and editing Word documents, and scheduling meetings Assist in handling incoming and outgoing mail. Receive and distribute interoffice and participant mail in an organized and timely manner. Travel to different offices throughout the day to fulfill job requirements and collaborate with team members as needed. Maintain shared calendars and meeting/event/information boards as needed. Work on special projects assigned by the supervisor and/or other leadership. Adherence to and demonstration of Primavera’s guiding principles of integrity, respect, accountability, compassion, and leadership. Other duties as assigned by leadership. KNOWLEDGE, SKILLS, AND ABILITIES Demonstrated ability to effectively adjust to changing priorities and environments. Excellent organizational skills Excellent interpersonal, written, and verbal communication skills Ability to multitask, and demonstrate resourcefulness and flexibility Ability to work effectively with diverse populations ,including participants, volunteers, and other staff

Requirements

High School Diploma or General Equivalency Diploma (GED)
Two years of professional experience working in a customer service-related, administrative support position
Proficiency with Microsoft Office, especially Outlook, Word, and Excel, as well as web-based databases.
Demonstrated ability to effectively adjust to changing priorities and environments.
Excellent organizational skills
Excellent interpersonal, written, and verbal communication skills
Ability to multitask, and demonstrate resourcefulness and flexibility
Ability to work effectively with diverse populations ,including participants, volunteers, and other staff
AUTHORIZE TO WORK IN THE U.S.

Nice To Haves

Prior experience working with low-income individuals and service programs
Bilingual in English and Spanish (spoken and written)
Four years of professional, administrative support experience in an office setting

Responsibilities

Greet, welcome, and provide accurate information to visitors, participants, and staff.
Calmly navigate interactions with program participants and/or challenging visitors to the organization.
Answer a multi-line phone system for the organization.
Provide general program information and appropriate referral information.
Navigate phone system calls,, transferring, using the intercom, and taking messages as appropriate.
Maintain a friendly, clean, and safe environment in the building’s reception/lobby area.
Maintain records systems, files, and copies.
Respond promptly to email messages and disseminate routine communications, including fax documents.
Provide a range of clerical support to the organization, including data entry in Excel and other systems, developing and editing Word documents, and scheduling meetings
Assist in handling incoming and outgoing mail. Receive and distribute interoffice and participant mail in an organized and timely manner.
Travel to different offices throughout the day to fulfill job requirements and collaborate with team members as needed.
Maintain shared calendars and meeting/event/information boards as needed.
Work on special projects assigned by the supervisor and/or other leadership.
Adherence to and demonstration of Primavera’s guiding principles of integrity, respect, accountability, compassion, and leadership.
Other duties as assigned by leadership.