Operations Coordinator

JOB/POSITION TITLE: Operations Coordinator

STATUS: Exempt

PRIMARY PURPOSE: The Operations Coordinator provides administrative project and data management support for the VP of Operations and the Operations Division. This role supports day-to-day operations at the Moiliili and Kosasa Family Campus reporting and cross-departmental initiatives that advance organizational effectiveness.

Reports To: VP of Operations

Supervises: Volunteers as needed

ESSENTIAL DUTIES/FUNCTIONS:

• People Care. Ensuring internal and external patrons (employees volunteers Hawaiian Humane partners and community members) and their needs are a primary focus. Communication and contact must be clear understandable cooperative professional and respectful in all circumstances and will occur face to face telephone and electronic mail. Employees are expected to actively support a positive team environment directly address conflict with the goal of problem solving and appropriately express concerns. This position interacts with and collaborates with employees and volunteers at all levels of the organization.
• Customer Care. Deliver high-level customer service to Hawaiian Humane community members. Communicate with a diverse group of people in a consistently compassionate informative respectful and professional manner. Manage emotionally difficult situations with strong communication skills and empathy.
• Administrative Support. Manage calendars meetings agendas presentations minutes and logistics for the VP of Operations and divisions leadership as assigned. Anticipate upcoming needs ensuring timely preparation of materials and coordination of deliverables. Maintain and support the development revision and tracking of Standard Operating Procedures (SOPs).
• Project Coordination & Data Management. Coordinate ongoing and special projects under the direction of the VP including research workflow documentation and process improvement initiatives. Design build modify and maintain reports in PetPoint or other database systems. Provide basic statistical analysis and support data-driven decision-making for operational programs.
• Inter-Division & External Coordination. Maintain current knowledge of relevant policies programs and operational priorities. Coordinate cross-departmental initiatives team meetings leadership gatherings and morale-building activities. Represent the Operations Division at internal or external meetings as delegated. Partner with other departments to support seamless organizational operations.
• Community Building Support. Uphold Hawaiian Humanes standards for best-in-class customer service and animal welfare practices. Support timely follow-up on community inquiries special cases and operational challenges. Assist with communications triaging inquiries for the VP and preparing responses or escalating as appropriate.

OTHER DUTIES/FUNCTIONS:

• Operations Support. Works with other departments within the organization to resolve issues of mutual concern and improve operations.
• Other Duties as Assigned. May include organization-wide support as needed including but not limited to participation in events serving as spokesperson fundraising covering other operational departments and Hawaiian Humanes role as a first responder to disasters.

JOB CONDITIONS:

• Work Environment: Indoor air-conditioned office outdoors at shelter or on location for various activities and events

• Equipment use: PC (Word Excel Adobe Canva PetPoint or Animal Shelter Management systems) copy machine scanner fax machine telephone and other office equipment.
• Hours: Regular 40-hour work week Monday Friday typical schedule with other hours based on operational requirements and event needs.

MENTAL PHYSICAL AND COMMUNICATION DEMANDS:

• Strong organizational written and verbal communication skills.
• Ability to handle sensitive information with discretion and maintain professionalism in appearance conduct and workspace.
• Ability to multitask prioritize and work accurately in a fast-paced environment.
• Ability to work independently and collaborate effectively across all levels of the organization.
• Ability to lift up to 30 lbs. with or without reasonable accommodation and perform occasional driving duties.
• Proficiency in Microsoft Office and ability to learn new systems quickly.

QUALIFICATION REQUIREMENTS:

• Skills/Knowledge: Experience in planning presentation development project coordination database management and report building (e.g. SQL PetPoint or similar systems). Valid drivers license clean driving record and proof of insurance required.
• Education/Training: High school diploma or equivalent required. College degree in communications project management administrative support or related field preferred.
• Experience: Minimum one year of administrative support project management data analysis or program coordination experience preferred.

The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory or all duties responsibilities and qualifications of employees assigned to this job. Management has the right to add to revise or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Required Experience:

IC