The Projects and Administrative Specialist will lead continuous operational improvement by providing excellent management of projects and administrative functions for the Chief Operations office and the Information Services department.
Prepare, Execute, and Implement
Offer a continual positive relational presence on behalf of the COO, Operations and Information Services.
Initiate constant curiosity. Develop an understanding, provide assessment and offer continual improvement recommendations in support of enabling practices that are best for Young Life.
Create sustainable and reliable processes and procedures to increase the level of efficiency and effectiveness for the Operations and Information Services offices.
Track and follow up on action items and assigned projects for the COO and Manager of Mission Services Administration (MMSA). Prepare for meetings as applicable.
Anticipate and support upcoming meetings and presentations. This includes preparing meeting agendas, meeting pre-reads, and Power Point presentations as needed.
Mindfully develop executive level presentations anticipating key questions, concerns and preferences.
Initiate weekly and monthly tracking of the Operations and Information Services budgets.
Lead and refine the creation and updating process of Operations and Information Services related communication channels such as: web pages, brochures, templates, etc.
Provide strategic input to the budget as necessary.
Develop and maintain digital information repositories to serve co-located and remote teams.
Manage multiple strategic projects as assigned.
Coordinate with Financial Services, Communications and other departments when appropriate.
Lead new Operations and Information Services staff through onboarding process.
Initiate and facilitate new hire processing.
Submit paperwork for staffing changes and updates.
Assist Operations and Information Services staff with HR-related questions.
Coordinate with HR department when appropriate.
Research, establish, manage and optimize corporate account relationships and offerings.
Maintain NDAs, MSAs and other legal or contractual documentation.
Coordinate with Legal department when appropriate.
Schedule travel, meeting arrangements and conference calls for COO and other operational executives.
Compose and proofread emails, letters and documents as needed.
Organize, synthesize and articulate operational policies, procedures and documents to staff.
Assist in the onboarding of IS consultants.
Coordinate travel and hospitality for Information Services and Operations staff and functions.
As necessary, update files, job descriptions and more.
Experience Required For The Job:
Proven ability to thrive in an energetic environment, balancing multiple priorities with ease.
Working knowledge of standard operational and office practices and procedures.
Proven experience working in collaborative and/or team environment.
Proven ability to gather feedback, synthesize, report and act on findings and recommendations.
Able to establish and maintain effective working relationships with all levels of Young Life staff.
Strong experience using current business productivity and communication technology such as Word, Powerpoint, Excel, LucidChart, MSProject.
Successful team player and productive self-starter; able to oversee projects from start to finish.
This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions.