The Operations Specialist (OS) will provide essential day-to-day logistical, administrative and customer service support that includes fielding calls and requests, calendar management, drafting correspondence and reports, mail intake and distribution, processing expenses, assisting with fleet management, and coordinating with concessionaires of Conservancy lodges and cabins. They will be a front-line representative of the Conservancy to external audiences, including donors, volunteers, partners, and the public, and will provide a high-quality customer service experience.
The OS will work closely with the development team and other staff to plan and implement small and medium sized meetings, trainings, and events, both in an office setting as well as outdoor locations, for donors, volunteers, and partners. This includes quarterly meetings for the Northwest Arkansas Advisory Council, a volunteer leadership group consisting of business and community leaders, as well as hosting members of the Arkansas Board of Trustees as needed. Responsibilities include scouting and confirming meeting locations, organizing meals and securing vendors, document preparation, and coordinating overall logistics for successful implementation.
In supporting the Director toward achieving fundraising success, the OS will become familiar with the Conservancy’s donor database management system (CRM) in order to pull reports, retrieve and enter data, and track tasks. They will also assist in the development of proposals and stewardship reports and other donor-related communications and will be part of promoting a culture of gratitude and philanthropy throughout the Conservancy.
In all responsibilities, the OS implements processes and practices to improve effectiveness. They communicate effectively to help staff make decisions, plan, organize, solve problems, and improve workflow and outcomes.
Duties are highly confidential and require broad, comprehensive knowledge of the Conservancy’s policies, operations, programs, and values. The position requires discretion, judgment, tact, and composure under pressure. While colleagues and supervisors lend support, many duties are generally expected to be carried out with little or no day-to-day supervision. The OS has considerable flexibility to carry out assigned tasks in the way that best suits their work style.
RESPONSIBILITIES & SCOPE
- Act independently on assigned tasks and exercise judgement to determine priorities;
- Coordinate multiple projects with several variables, work within a defined timeline and budget;
- Approach learning new tasks and fulfilling responsibilities proactively;
- Provide input through project teams for the improvement of existing programs;
- Demonstrate sensitivity in handling confidential information;
- Make purchases, process invoices, contract with vendors, and assist with budget preparation and tracking;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
- Coordinate and communicate directly with community leaders and key constituents. Refer difficult questions and situations to supervisor;
- Travel (with company vehicle) and work flexible hours as needed (visiting properties, preserves, and attending meeting) ; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.