Job description

Title: Operation Coordinator

Classification: Full time, exempt

Schedule: Monday through Friday, some nights/weekends expected

Location: Downtown Tucson at 376 S Stone

Background: The Tucson IDA quasi-governmental political subdivision of the State of Arizona. Our mission is to bridge access to capital for communities and projects that are otherwise underserved. Our projects include minority small business loans as well as Arizona’s First Green Bank.

Basic Function: We owe our success to people and processes. An Operations Coordinator is the supportive force behind both, and we are currently seeking someone exceptional to take the helm. The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention for detail. The candidate should also have experience working in an office environment, performing administrative tasks, developing project plans, and coordinating teams. An ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position. The Operations Coordinator will work cross-functionally as a bridge between Operations and Program teams, to ensure strong execution, seamless processes, and strong communication. The Operations Coordinator is equal parts taskmaster, cheerleader, problem-solver, and executer. A successful Operations Coordinator is a “jack of all trades” who is flexible, loves working with people, and is excited to continually learn new things.

Operational Responsibilities include but not limited to:

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
• Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance
• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout
• Coordinate internal and external resources to expedite workflow
• “Managing-up” to senior staff, assisting with calendaring, travel planning, assisting with presentations, and assisting with email management
• Assist in implementing the organization’s financial internal controls by supporting the executive management in receiving and documenting receivables and expenditures and other clerical tasks
• Providing notice of all Tucson IDA meetings, agendas, public hearings and other gatherings in accordance with the requirements of federal and Arizona law and the Tucson IDA's custom and practices
• Handling routine business correspondence; production and distribution of minutes of meetings, public hearings and other gatherings of the Tucson IDA
• Maintain filing system, contact database, employee list, and inventory
• Plan, organize, and schedule company meetings in the office, off-site, and via videoconference
• Other tasks as assigned

Program Responsibilities Include

• Serve as an organizational bridge between the Lending team, the Technical Assistance team, the Marketing Team, and the Community Development Champion
• Order and oversee office supplies and food deliveries for group meetings
• Serving as a welcoming greeter to guests and visitors to our facility
• Ensure project milestones and reporting requirements are being met
• Assist in communication and content development and program success
• Development of workshops and services as needed for program support
• Other tasks as assigned

Required Qualifications

• High school diploma or equivalent
• Proven administrative experience
• Superb written and verbal communication skills
• Light graphic design and website skills (ie. Canva and Wix)
• Highly-developed attention to detail
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems

Preferred Qualifications

• College degree or equivalent
• Previous success in office management
• Experience managing budgets and expenses
• Experience developing internal processes and filing systems
• Comfortable handling confidential information
• Experience in nonprofit operations
• Bilingual in English and Spanish

Abilities

• Ability to work effectively and accurately under pressure and to manage and prioritize multiple projects and meet deadlines.
• Outstanding written, oral, visual communications skills
• Ability to work independently, a self-starter with a high level of motivation, creativity, and proactivity.

Compensation & Benefits
The Tucson IDA offers a competitive salary and benefits package including health, dental, vision, retirement, and other employee benefits. Expected salary range is $45,000 - $55,000. Placement within this range will be decided based on direct job-related experience, that includes applied knowledge, skills and abilities that align with the qualifications listed in this job description.

To Apply

Submit a cover letter and resume to admin@tucsonida.org.

The Tucson IDA does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Tucson, AZ 85701: Reliably commute or planning to relocate before starting work (Required)

Language:

• Spanish (Required)

Work Location: In person

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