Operations Support Specialist

THE AREA FOUNDATION

The San Antonio Area Foundation has served as the sole, designated community foundation for the San Antonio area for sixty years, growing to become one of the Top 20 foundations in the nation based on asset size. The Area Foundation serves as the community’s most trusted and impactful philanthropic partner, managing more than 500 charitable funds totaling $1.3 billion in assets. Coordinating efforts with numerous area nonprofits, the Area Foundation serves as a collaborative leader, connecting donors to address key community issues and investing in our future. Since 1964, over $800 million for scholarships and grants have been awarded to close opportunity gaps for those who need it most in San Antonio. Learn more about your community foundation at saafdn.org.

Our core values are Excellence, Passion, Integrity, and Community.

SUMMARY OF RESPONSIBILITIES:

The Operations Support Specialist will play a vital role in supporting the day-to-day functions of our operations team while ensuring smooth and efficient office operations. This position combines administrative duties with front desk responsibilities and requires a proactive individual who can handle a variety of tasks, ranging from scheduling and data entry to customer service and managing office logistics. Lastly, the ideal candidate will be a highly organized, communicative, and detail-oriented professional who thrives in a dynamic and fast-paced environment.

COMPETENCIES/SKILLS

“The requirements listed below are representative of the knowledge, skill and/or ability required.”

• Must adhere to Core Values

• Strong analytical and problem-solving skills.
• Proficiency in data analysis, reporting, and process documentation.
• Excellent communication skills, both written and verbal.
• Strong organizational and time-management abilities.
• Ability to work independently and as part of a team.
• Attention to detail and a proactive approach to process improvements.
• Comfortable using office software (e.g., Microsoft Office) and willing to learn new systems.
• Ability to adjust quickly to changing tasks and priorities in a fast-paced environment.
• Exhibits a high level of professionalism.
• Maintains confidentiality in handling sensitive information.

QUALIFICATIONS

• Associate’s degree required; Bachelors preferred.
• 2-4 years of experience in an administrative or operations support role, with front desk/customer service experience.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with office
• Any relevant certificate in office administration or customer service (e.g., Administrative Professional Certification) is preferred, but not required. 

TASKS/DUTIES:

Operations Support

• Provide operational assistance to the Operations team.
• Provide general administrative support to the operations team, including document preparation, filing, and data entry.
• Assist in the development and implementation of new operational processes and procedures.
• Collaborate with cross-functional teams to implement solutions that improve operational efficiency.
• Compose, type, and edit correspondence, reports, memoranda, and other material.
• Assist with onboarding of new employees by preparing necessary items.
• Assist with special projects and administrative tasks as assigned by the Director of Operations.

Front Desk & Administrative Services

• Greet visitors, clients, and employees in a friendly and professional manner, ensuring a positive first impression.
• Responds to inquiries from employees, customers and others and refers, when necessary, to the appropriate person, official or department.
• Answer phones in a timely, professional manner and forwards to requested/helpful staff member. 
• Manage the office reception area, keeping it organized and welcoming (including Community rooms).
• Provide general information to guests about the company’s services and operations when necessary.
• Provides support to guests with navigation of the website regarding the Area Foundation’s resources.
• Sorts and distributes incoming mail, collects mail for postage pick-up and prepares outgoing mail for departments as needed.
• Assist employees with day-to-day queries or office related needs.
• Manage office supplies inventory and order replacements, as necessary.
• Receive and document incoming checks for deposit.
• Provides support to facilities with daily functions such as directing guests to designated meeting rooms, meeting room set up, and/or clean up.  
• Works closely with Human Resources to keep the current employee roster for internal purposes.
• Duplicates and distributes materials. 
• Operates listed office machines as required. 
• Support facilities with office supply orders; including receiving and processing office supply orders for staff as needed.
• Oversee ordering and distribution of staff birthday and anniversary cards.
• Order, house and replenish staff snack stations for organization.
• Assist with Area Foundation meetings and events as needed.
• Liaison for the African American Area Community Fund.
• Additional duties as assigned.

PHYSICAL DEMANDS / WORKING CONDITIONS

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee occasionally may lift and move up to 40 pounds.

Compensation: $58,656

Salary : $58,656