Operations & Systems Specialist
About The Position
The Operations & Systems Specialist maintains GenPride’s operational systems and supports technology, data practices, project follow-through, administrative and financial operations, and facilities at the GenPride Center. The role helps staff use organizational systems effectively, maintains reliable records and reporting, and coordinates with contracted technology, Salesforce, database, and accounting professionals as needed. The position keeps cross-organizational projects moving from planning through completion, helping translate leadership decisions and priorities into work plans and tracking timelines, responsibilities, deadlines, risks, and next steps. It also supports organizational initiatives, events, system changes, and special projects. The role coordinates purchasing, vendors, calendars, onboarding and offboarding logistics, organizational records, financial documentation, and audit preparation. It also coordinates facility maintenance and vendor services and supports a safe, functional, and welcoming Center. The Specialist contributes to an inclusive, collaborative, LGBTQ+ affirming, intersectional, accessible, and community-centered workplace culture.
Responsibilities
- Maintain GenPride’s core operational systems so they are organized, accurate, accessible, and useful to staff.
- Manage day-to-day technology needs, serve as the first point of contact for routine technology and systems questions, and coordinate outside support when specialized assistance is needed.
- Support consistent staff use of Salesforce and work with the Salesforce Administrator on data practices, cleanup, retrieval, reporting, and related projects.
- Prepare routine reports and dashboards and help staff and leadership access information from organizational systems.
- Identify opportunities to use automation and existing technology to improve workflows and reduce administrative burden.
- Research and assess potential tools, help implement new systems, and support staff in learning to use them.
- Work with contracted technology, Salesforce, and database professionals to resolve problems and make improvements.
- Keep cross-organizational projects moving from planning through completion, including timelines, responsibilities, communication, and follow-up.
- Track priorities, commitments, deadlines, and next steps, and communicate clearly and promptly about what is needed and when.
- Work with the Executive Director and managers to turn decisions and priorities into practical work plans.
- Maintain project tracking and provide updates on progress, outstanding items, risks, and deadlines.
- Support the planning and implementation of organizational initiatives, events, systems changes, and special projects.
- Identify operational problems and suggest practical changes to processes, systems, or workflows.
- Handle larger operational purchasing and vendor coordination.
- Maintain organizational calendars, shared schedules, and important operational deadlines.
- Coordinate onboarding and offboarding logistics, including technology, workspace, accounts, and organizational materials.
- Keep insurance, licenses, compliance documents, contracts, and required organizational records current and organized.
- Maintain vendor records, agreements, contact information, and related documentation.
- Work with the Finance Director and contracted accounting services to provide documentation and keep financial schedules current.
- Track operational expenses and provide documentation and administrative support for monthly reconciliation.
- Support audit preparation by maintaining organized, accurate, and accessible financial and operational records.
- Coordinate facility maintenance, repairs, and vendor services to help keep the GenPride Center safe, functional, and welcoming.
- Track office supplies, Center equipment, and repair or replacement needs.
- Support safety procedures, cleaning schedules, and emergency preparedness.
- Contribute to a mission-driven, inclusive, and collaborative workplace culture.
- Bring an LGBTQ+ affirming, intersectional, accessible, and community-centered approach to the work.
- Participate in organizational learning, reflection, and professional development.
- Demonstrate accountability, collaboration, adaptability, resourcefulness, and sound judgment.
- Support organizational priorities and special projects as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
