What are the responsibilities and job description for the Operations Coordinator position at Holy Family School of Faith Institute?

Job Description

Organization Overview :

Holy Family School of Faith is a well-established, Catholic non-profit organization with a mission : Lead People to Jesus through Prayer, Community and Personal Investment. For the past 20 years, we have succeeded by cultivating a highly entrepreneurial culture and establishing a solid financial foundation. We are seeking a dedicated Operations Coordinator to help scale our ministry to new heights.

Position Summary :

The School of Faith Operations Coordinator will play a vital support role to the Director of Operations and the entire team, ensuring the organization's daily operations run smoothly and effectively in a fast-paced, mission-driven environment. This person must be able to collaborate with others as well as be self-directed with little supervision. In addition, it's critical that this person demonstrates a strong attention to detail, able to manage multiple tasks with accuracy and efficiency. This person must also possess good problem solving, time management and communication skills. This position is essential to the success of the mission by providing organizational, administrative, and project support. The ideal candidate will act as a team member responsible for the whole of the mission.

Key Responsibilities :

Administrative, HR, and Budget Support

Work closely with the Director of Operations to manage HR systems, including employee records, onboarding processes, and compliance documentation.
Assist in reviewing, monitoring, and reconciling budgets, ensuring accuracy and timeliness.
Support accounts receivable processes, including invoicing, payment tracking, and financial reporting.
Maintain and organize operational and financial records, ensuring data integrity and accessibility.
Provide administrative support related to payroll, benefits administration, and other HR-related functions as needed.

Team and Director Support

Serve as a key support for the Director of Operations, assisting with scheduling, communications, and operational tasks.

Craft professional communications as needed.

Prepare reports, spreadsheets, and summaries of survey results and database information.

Support employee formation activities and client events.

Support for Digital Systems and Data Compliance

Work with the Director of Operations to ensure the maintenance and integrity of the organization's data and digital systems.

Coordinate with third-party support companies to ensure software systems remain compliant, updated, and optimized for organizational needs.

Assist in troubleshooting and resolving technical issues in collaboration with external IT support.

Maintain accurate records of software licenses, system updates, user access, and digital assets to ensure operational continuity and security.

Qualifications :

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, OneDrive).

Experience with CRM's and willingness to learn software such as QuickBooks, Canva, Jotform, Mailchimp, and SquareSpace.

Experience with Budgeting, including Income and Expense reports

Experience with HR systems and compliance

Self-motivated and able to work independently while taking direction well.

Excellent written and verbal communication skills.

A deep understanding of and commitment to the Catholic faith and the organization's mission.

Spiritual Practices :

Live a well ordered and balanced life

Daily habit of mental prayer and frequent participation in the sacraments

Pursue deeper conversion and growth in virtue

Receive regular spiritual direction

Personal Traits :

Detail-Oriented and Process-Driven : You have a strong attention to detail and are driven by the need to create and optimize systems and processes.

Strong organizational and time-management skills : You demonstrate the ability to create processes to strategically prioritize tasks to align with the organization's priorities and goals.

Resilient and Adaptable : You thrive in a fast-paced, entrepreneurial environment and can adapt quickly to changing circumstances while remaining focused on long-term goals.

Strong Communicator : You excel at conveying clear and concise information, whether managing schedules, coordinating with team members, or interacting with clients and vendors, ensuring effective communication within and outside the organization.

Mission-Driven : You are deeply committed to the values and teachings of the Catholic Church and are motivated by a desire to contribute to the organization's mission.

Why Join Our Team?

The Operations Coordinator will have the opportunity to work in a faith-filled, mission-driven organization that values personal growth, community, and professional excellence. This role offers a unique chance to directly contribute to the success of the mission while building a solid foundation for operational growth.

Compensation :

We offer a highly competitive salary and benefits package, commensurate with experience and qualifications.

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