Operations Specialist at Big Brothers Big Sisters of Southeast Michigan

Ypsilanti, Michigan, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jan, 26

Salary

0.0

Posted On

05 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Written Skills, Verbal Skills, Technology Proficiency, HR Coordination, Systems Administration, IT Support, Vendor Management, Team Building, Onboarding, Compliance, Cybersecurity, Data Integrity, Communication, Collaboration, Problem Solving, Project Management

Industry

Non-profit Organizations

Description

Description OUR MISSION & VALUES Our MISSION is to create and support one-to-one mentoring relationships that ignite the power and promise of youth. Our VISION is that all youth achieve their full potential. Our Core Values: We believe when every young person has access to a positive mentor, it transforms their lives for the better — empowering them with a stronger sense of belonging and the opportunity to achieve their full potential. POSITION SUMMARY The Operations Specialist manages operational initiatives while ensuring day-to-day administrative functions, focusing on HR coordination, systems administration, and special projects support. This role exercises independent judgment in developing and executing operational solutions. ESSENTIAL FUNCTIONS, RESPONSIBILITIES & ACCOUNTABILITY Administrative Manage incoming and outgoing mail, including opening and directing to the appropriate person Manage office needs: ordering supplies, coordinating mailings, assessing equipment needs Manage all office equipment purchases, repairs, updates, supplies, inventory tracking, etc. Provide basic IT support and troubleshooting for staff hardware, software, and systems Assist with maintaining and updating the organization's IT infrastructure and networks Manage vendor relationships and facility operations People and Culture Co-Lead staff engagement and recognition initiatives Plan agency culture and team building activities Support maintenance of internal website for communication and access to key documents Human Resources Coordinate onboarding and offboarding processes and documentation Coordinate background screening (fingerprinting, driving checks, CRC forms) for staff, volunteers, board, and others, as needed Maintain personnel files to ensure compliance with laws, regulations and standards Systems Administration Maintain agency IT systems, including hardware, software, and network infrastructure. Maintain and troubleshoot user accounts, permissions, and access controls across all platforms. Oversee and organize the structure, access, and maintenance of shared drives and cloud storage systems. Oversee proper documentation and secure storage of passwords and other sensitive login credentials. Monitor cybersecurity best practices, including regular updates and threat detection. Conduct regular system audits and backups to ensure data integrity and availability. Stay up to date with evolving technology solutions and make recommendations for improvements. AGENCY SUPPORT RESPONSIBILITIES Attend required meetings and events, as scheduled. Establish and promote positive communication among all team members of BBBSSEM to increase collaboration and reduce inefficiencies. Represent BBBSSEM in a professional manner at all times, providing courteous service to both internal and external constituents and presenting a positive image of BBBSSEM. Abide by BBBSSEM policies, procedures and standard operating practices. Utilize educational opportunities and related resources to improve agency service. Promote and maintain cooperative working relationships with other community organizations. Coordinate with other departments to identify possible partners and partnerships, staff and promote agency events, and provide support for other efforts, as necessary. Other duties as assigned by Supervisor. Requirements POSITION REQUIREMENTS/QUALIFICATIONS, EXPERIENCE, EDUCATION Must possess a high school diploma, bachelors degree preferred. Skills and knowledge required include written and verbal skills, proficiency using technology, commitment to justice, equity, diversity and inclusion, and demonstrated integrity. WORK ENVIRONMENT The environmental conditions described are representative but not all-inclusive of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. Hybrid telework/assigned office days, based on the needs of the organization. Frequent independent travel to meet agency needs (often to places of employment), attend meetings, etc. Travel is generally within BBBS of Southeast Michigan’s service area of Macomb, Oakland, Washtenaw and Wayne Counties. Work assignments will require time spent on the telephone contacting bigs, littles, parents/guardians, donors and other stakeholders. While performing duties of the job, an employee is occasionally required to stand; walk; sit; reach with hands and arms; talk and hear. Employees must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must be able to work proficiently with computers and other office equipment. Must be able and willing to work evenings and weekends, as needed to best meet the scheduling requirements of stakeholders. Must have reliable transportation. Drivers of privately owned vehicles must have a valid driver’s license and meet state required automobile insurance minimums. Must be able to pass a layered fingerprint background check consisting of criminal history, sex offender registry and driving check. GENERAL NATURE The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and required skills. BBBS of Southeast Michigan may at its discretion add to or change the duties of the position at any time.

Responsibilities

The Operations Specialist manages operational initiatives and ensures day-to-day administrative functions, focusing on HR coordination, systems administration, and special projects support. This role requires independent judgment in developing and executing operational solutions.