October 22, 2020

Operations Associate

Department: Training Operations/National Coalition Institute

Reports to: Operations Manager

Employment Status: Full-time, exempt

Location: 625 Slaters Lane, Suite 300, Alexandria, VA 22314

 

Position Summary

The Operations Associate provides day-to-day support to the National Coalition Institute and Training Operations Departments; develops and streamlines administrative and clerical practices to increase the efficiency and effectiveness of the Training Operations Team.      

Specific Duties

Operations

  • Support Operations Manager with arranging all travel coordination for training consultants and others
  • Assist with the compilation of monthly Mastercard expense reports
  • Cross-trains to gain the required knowledge and skills to fulfill the operational functions when necessary
  • Provide support with other operations processes as requested
  • Manage and Track Customized Training Services (CTS) budget spending
  • Support ordering of workbooks and supplies for trainings
  • Review Consultant Invoices and input into spreadsheets for tracking
  • Update/Lead Training Calendar
  • Main point of contact for Institute & Training Operations team with all related information for team support
  • Update and Maintain documents related to All-Staff Meetings

Administrative

  • Provide administrative support to the Vice President including and not limited to expense & other reports and resolving and/or referring a range of administrative problems and inquiries for action and resolution
  • Maintain office systems (i.e. data management and electronic & stationary filing)
  • Coordinate and schedule meetings, appointments, and other events; create agendas and other internal & external documents as appropriate
  • Prepare and assist with preparation of scheduled and/or ad hoc statistical & narrative reports; perform information gathering and analysis in accordance with pre-established procedures
  • Create, unify, and prepare presentations including the Institute’s briefings to the Board of Directors and Coalition Advisory Committee
  • Organize and attend meetings and conference calls/virtual meetings serving as the scribe; disseminate minutes for staff and outside partners (as requested) for reference and action
  • Organize, file, and maintain copies of contracts, amendments, and other modifications for the VP/Director’s personal use
  • Coordinate and perform a range of staff and operational support activities for the Institute; serves as liaison with other departments in the resolution of day-to-day administrative issues
  • Requisitions supplies, printing, maintenance, and other services
  • Perform other job-related duties as assigned
  • Maintain Departmental Calendar and certain personnel-related tasks
  • Manage the calendar of the Director of the National Coalition Institute and Vice President of Training Operations 

 

Required Skills

  • Excellent project management skills
  • Analytical skills with an above-average ability to manage numbers/budgets
  • Excellent interpersonal skills
  • Ability to communicate effectively, both orally and in writing
  • Superior organization, time management and prioritization skills
  • Capability to take initiative and manage multiple tasks working independently and as part of a team to ensure the optimum function of the department
  • Proficiency in computer application skills (Microsoft Office, Project Management systems, etc.)
  • Database management and records management skills
  • Ability to perform in a fast-paced dynamic work environment

 

Training and Credentials

  • Bachelor’s Degree with three years’ experience directly related to the duties and responsibilities specified.
  • Advanced proficiency in Microsoft Office Suite

 

Amount of Travel: Less than 20% (as appropriate for position)

 

Please send all resumes to Alissa Wendelken at awendelken@cadca.org with subject line OPERATIONS ASSOCIATE.