Operations Specialist

DENVER BOTANIC GARDENS INC • Denver, CO

21h • Onsite

About The Position

This Operations Specialist acts as a customer-oriented liaison between the Operations Department and other Gardens Departments, collaborating to ensure positive and productive relationships. This position is responsible for coordinating workflows inside the Operations Department as well as between multiple other Departments; assigning and tracking work orders; contractor and vendor coordination as requested by Operations leaders; coordination of staff meetings, department meetings and contractor meetings; directly assists Operations Director with departmental expenditure tracking, processing invoices, prevailing wage, tracking of Certificates of Insurance and the creation of the annual Operations budget.
May make limited administrative decisions and action in Director’s absence.

Requirements

• Excellent written and spoken communication skills.
• Must have proven excellent customer service, interpersonal, and communication skills in dealing with the public.
• Must have track record of sound judgment and decision-making in an administrative setting.
• Must be able to maintain confidentiality of information.
• Ability to maintain stability under pressure and able to deal well with stressful situations.
• Ability to be flexible and willing to modify plans, when necessary, throughout the day.
• Ability to work a flexible schedule, including evenings, weekends and/or holidays.
• Knowledge of Microsoft Suite products, specifically Word, Excel and Outlook and Teams.
• Ability to work overtime as necessary.
• Must be a positive representative of the Gardens both internally and externally at all times.
• Must work with respect and cooperation at all times with fellow employees and the public.
• Must be committed to working safely at all times.
• High school diploma / GED and/or combination of education and equivalent experience is required.
• Minimum of 5 years of experience in a professional office setting, background in a non-profit setting a plus.
• Minimum of 3 years of general office work doing scheduling, working with vendors, facilitating work for multiple departments and teammates; and working with the public required.
• Up to 10% travel required. Requires the ability to travel to remote locations (or other Garden locations) where environment may vary significantly.

Nice To Haves

• Prior experience with Event Coordination desired.

Responsibilities

• Serves as a primary point of contact for Operations work orders, work requests and other needs for other departments throughout the institution.
• Primary contact for requests for operations assistance for facilities and public and private event-related issues.
• Serves as a primary support for staff to order supplies, parts and materials. Coordinates Jira work orders with Associate Directors.
• Coordinates large or department-wide efforts. Maintains consistency and organization on projects and assignments with many inter-related details.
• Handles departmental scheduling including reserving rooms, organizing meeting details and scheduling meetings both within and external to the department.
• Works with all departments to assure highest quality experience for all Denver Botanic Gardens visitors and staff.
• Confirms and maintains meeting schedules department wide, staff meetings, trainings, cross departmental meetings, assists with meeting prep, building agendas, attendance and follow up after meetings.
• Attends meetings on behalf of Operations leaders and makes limited decisions based on guidance from leaders.
• Coordinates scheduling and work flow for contractors and vendors.
• Schedule meetings and walkthroughs with contractors/vendors as requested.
• May be asked to assist with set-ups, check-in or check-out process for caterers or event staff, and coordination of activities throughout the Gardens.
• Responsible to collect and compile financial and statistical data codes invoices and purchase cards; processes and tracks purchase orders; resolves accounting issues in a timely manner.
• Maintains and updates department calendars and databases.
• Responsible for all new hire key and access card programming and issuance.
• Works closely with vendors and contractors in the coordination of prevailing wage processes with the City and County of Denver audit office.
• Maintains Director’s appointment calendar, arranging appointments, meetings and conferences and contacting appropriate attendees. Records committee and senior staff meeting minutes.
• Anticipates Director’s needs by gathering records, reports, correspondence, etc. and maintaining confidentiality where appropriate.
• Maintains positive working relationships with managers, co-workers and others.
• Maintains a positive, helpful and solution-oriented demeanor when responding to or serving members and visitors.
• Regular attendance at the worksite may be required. As with all positions at Denver Botanic Gardens, the incumbent must be in good performance standing to be eligible for remote work. Remote work is at the discretion of management at all times.
• All Gardens employees must be committed to the mission of connecting people with plants, especially plants from the Rocky Mountain region and similar regions around the world, providing delight and enlightenment to everyone.

Benefits

• Our major benefits include a choice of Medical Plans, a Dental and Vision Plan and Life Insurance Plan.
• We have a Flexible Spending Account (FSA) and a Healthcare Spending Account (HSA).
• The Gardens offers a generous Retirement Savings Plan with Company contribution of 6% after one year of service for eligible participants.
• The Gardens also offers paid holidays, vacation, sick time, and access to personal lines of insurance.
• Additional benefits include short-term and long-term disability coverage, an Employee Assistance Program (EAP) and an RTD ECO pass.
• For eligible employees, The Gardens employment also includes a complimentary Denver Botanic Gardens Membership, access to Gardens education classes and summer concert tickets.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees