Business Operations Coordinator (Tulsa, OK or Wichita, KS)

Job Description:

Joining The American Red Cross is like nothing else - it's as much something you feel as something you do. You become a vital part of the world's largest humanitarian network. Joining a team of welcoming individuals who are exceptional, yet unassuming. Diverse, yet uncompromising in unity. You grow your career within a movement that matters, where success is measured in people helped, communities made whole, and individuals equipped to never stop changing lives and situations for the better.

When you choose to be a force for good, you'll have mentors who empower your growth along a purposeful career path. You align your life's work with an ongoing mission that's bigger than all of us. As you care for others, you're cared for with competitive compensation and benefits. You join a community that respects who you are away from work as much as what you do while at work.

Where Your Career is a Force for Good!

WHAT YOU NEED TO KNOW (Job Overview):

This position is not eligible for relocation assistance.

The candidate must reside no more than 45 minutes from either Tulsa or Wichita chapter office.

We are currently seeking a Business Operations Coordinator to work in either our Tulsa or Wichita office. This position will work 8:00am-5:00pm Monday through Friday, with some evenings and weekends required during times of business need. Travel will be required up to 5%.

Reporting to the Chief Operating Officer, the Business Operations Coordinator provides transactional support for the finance, operational, and administrative functions of the Region, including budget monitoring, daily finance transactions, local vendor relationships, facilities management, fleet management, HR, IT, logistics and supply management, and records/reporting. The position serves as the lead system user/trainer for business software applications.

WHERE YOUR CAREER IS A FORCE FOR GOOD (Key Responsibilities):
1. Financial Administrative Support
Provides administrative budget support including expense coding; financial report dissemination; initiating, monitoring, and approving regional procurement transactions. Collaborates with department leaders to ensure programs are executed within budget. Ensures processes are established and functioning for all cash and card transactions. Supports department directors with analytics for monthly forecasting of expenses.
2. Lead System User/Trainer for Business Applications and IT Services
Utilizes and trains staff on internal business systems. Troubleshoots phone and computer issues for the Region. Reviews and assists with tech services requests. Learns, maintains, and supports internal IT platforms used across Operations, ensuring staff and volunteers can effectively use required systems.
3. Facilities/Asset Management Support
Ensures repairs are completed within budget and appropriate systems are used to pay vendors. Develops and maintains relationships with vendors supporting each physical location. Obtains proposals for potential new vendors. Provides information/data needed for developing business plans for real estate transactions. Serves as liaison with other sectors for shared facilities/assets. Updates risk management systems with current values/status as appropriate.
4. Fleet Management Support
Maintains fleet inventory records. Ensures appropriate and timely maintenance. Files and maintains insurance claims and follows up on estimates/repairs. Serves as liaison with Fleet Management in other sectors.
5. Logistics and Supply Management Support (Added Section)
Supports regional logistics functions, including supply ordering, inventory tracking, warehouse coordination, and distribution of materials for disaster operations and daily business needs. Maintains supply management systems and ensures accurate documentation of incoming/outgoing materials. Coordinates with Disaster Program staff to ensure readiness of supplies and equipment.
6. Events
Participates in event planning meetings. Maintains insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol.
7. Reports/Data Information
Provides guidance and data for grant reporting. Prepares various internal reports. Responds to internal/external requests for information and/or documentation. Acts as Region point of contact for FOCIS information. Supports data input and data quality for Operations systems and reporting tools.
8. Operations SOPs
Develops, maintains, and distributes a regional SOP Manual. Provides training to ensure consistent processes and procedures related to operations functions throughout the Region.
9. Volunteer Coordination
May coordinate and train volunteers to assist with daily transactional work such as data input, clerical support, logistics tasks, and other operational needs.

WHAT YOU NEED TO SUCCEED (Minimum Qualifications):

Education: High School or equivalentrequired. Associate's degree in Accounting, Business or Public Administration preferred.

Experience: Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business or equivalent combination of education and related experience required.

Management Experience: NA

Skills & Abilities: Ability to work on a team. Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations. Excellent organizational skills and ability to work with attention to detail. Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.

Travel: Travel is required throughout the Region with some travel outside of region.

Experience:
Minimum 2 years of financial, logistics, IT, or facilities administrative support experience in community organizations, government agencies, nonprofit organizations, or business. Experience working effectively with volunteers and board members. Experience coordinating finance and administrative functions, including information systems, facilities, and/or supply management.

Skills and Abilities:
Ability to plan, prioritize, and organize work to maximize team performance and meet customer expectations. Excellent organizational skills and attention to detail. Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Ability to learn and support internal IT systems and train others in their use.
Other:
Proficient with MS Office software, including Word, Excel, PowerPoint, and Outlook. Strong knowledge of federal, state, and local employment laws.
Travel: Travel is required throughout the Region.

WHAT WILL GIVE YOU THE COMPETITIVE EDGE (Preferred Qualifications):

Comfortable learning new databases.

Data base uploads.

Understands logistics, tracking materials for different departments/ inventory controls .

Organized for ticketing EMAX/Element.

Support for facilities and fleet

Inventory supply management.

Working with and leading volunteers.

Worked as a volunteer.

BENEFITS FOR YOU:

As a mission-based organization, we believe our team needs great support to do great work. Our comprehensive package includes:

• Medical, Dental Vision plans

• Health Spending Accounts & Flexible Spending Accounts
• PTO: Starting at 15 days a year; based on type of job and tenure
• Holidays: 11 paid holidays comprised of six core holidays and five floating holidays
• 401K with up to 6% match
• Paid Family Leave
• Employee Assistance
• Disability and Insurance: Short + Long Term
• Service Awards and recognition

The American Red Cross is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, San Diego Fair Chance Ordinance, the California Fair Chance Act and any other applicable state and local laws.

AmeriCorps, the federal agency that brings people together through service, and its partners - the Peace Corps, AmeriCorps Alums, National Peace Corps Association, and the Service Year Alliance - launched Employers of National Service to connect national service alumni with opportunities in the workforce.American Red Cross is proud to be an EONS partner and share our employment opportunities with the network of organizations.

Interested in Volunteering? Visit redcross.org/volunteertoday to learn more, including our most-needed volunteer positions.

To view the EEOC Summary of Rights, click here: Summary of Rights