Operations Specialist - Jubilee Association of Maryland

Title:                            Operations Specialist

Reports to:                 Chief Operating Officer (COO)

Classification:             Full-time, Salaried, Exempt   

Starting Pay:               $72,000 per year

Position Summary. The Operations Specialist is a central point of communication for the agency, and a dual role with both operations and administrative responsibilities. Seeking experienced administrative professional with good communication skills. In this position you will work with a variety of Jubilee stakeholders. The Operations Specialist should be knowledgeable and up to date on projects, scheduled events, inspections, reports due, and be able to work as a key member of the team. The Operations Specialist is supervised by the Chief Operating Officer.

Responsibilities.

• Assist the Chief Operating Officer with both operations and administrative responsibilities.
• Provide administrative assistance such as creating boards on Monday.com, booking hotels for trips, reporting on credit card activity, scheduling meetings, etc. 
• Assist with coordinating events.
• Manage calendars as necessary.
• Lead the management of the office. Provide leadership for ensuring the overall aesthetic of the office building, including working with others to decrease clutter in common areas, identifying the need for and arranging extra cleanings, arranging for the disposal of broken furniture, etc. 
• Provide proactive, responsive, and in-person customer service to internal and external stakeholders in all areas of job function. 
• Assist with relationships with vendors such as the cleaning company, vehicle maintenance companies, copy machines, and landscapers. 
• Schedule annual third-party elevator inspections, annual house water sprinkler inspections, and annual back-flow tests as requested by COO. 
• Assist with the management of front desk systems and procedures and monitor daily security measures. 
• Assist with supervising two part-time receptionists who work at the front desk and cover their shifts if necessary. 
• Assist with daily curbside appointments where staff can pick up and drop off items at the office (medications, accounting forms, checks, etc.). 
• Order and distribute personal protective equipment and other necessary medical equipment to staff on an as-needed basis. 
• Operate the phone system, including answering phones, returning calls, using voice mail system and other phone system functions. 
• Maintain regular contact with contracted answering service and pharmacy and notify services of any changes to the answering procedures and new admissions/changes to Jubilee. 
• Assist with maintaining Jubilee databases as needed. 
• Assist with inventory and ordering supplies. 
• Assist with support tasks for the Accounting Department, such as recording incoming and outgoing checks. 
• Participate monthly in the Management Team meeting and take minutes as needed. 
• Assist with creating and managing policies related to the operations of the office and ensure that policies are being held and understood by Jubilee staff. 
• Ensure that meeting rooms, hot desk stations, and common areas stay clean and organized. Assist staff with booking rooms and desks as needed. 
• Other duties and projects as assigned.

Qualifications.

• Associate’s degree or equivalent coursework.
• 2-3 years of related professional experience.
• Customer service background and supervisory experience strongly preferred. 
• Excellent people skills.
• Proficiency in professional communications including professional spelling, grammar, and punctuation.
• Proactive and positive mindset.
• Experience supporting more than one executive.
• Excellent organizational skills and attention to detail.
• Technology skills to effectively use MS Office, smart TVs, Zoom, Teams, WordPress.
• Demonstrated ability to use good judgement, take initiative, and make recommendations in resolving problems.
• True passion for the mission of the organization; desire to work with and learn from people who have intellectual and developmental disabilities.
• Bilingual (English/Spanish) is always a plus.

Compensation. $72,000 per year and competitive benefits including four weeks of vacation, health/dental/life/disability insurance, student loan assistance, paid parental leave, retirement, $1,000 annual staff development fund, periodic reimbursement of vacation expenses, and much more.

All employees must be fully vaccinated before starting work. This position is based in our Kensington office.

About Jubilee. Jubilee Association of Maryland is a faith-based nonprofit that provides opportunities and support for adults with intellectual and other developmental disabilities to live in and enrich their community while fulfilling their personal, family, social, and spiritual needs. Jubilee was started by Hyattsville Mennonite Church in 1978 as part of the movement to bring people with intellectual disabilities out of segregated institutions and into the community. Since then, Jubilee has grown to be a leader in person-centered disability services, currently supporting more than 180 people who are included in their communities across Montgomery County, Maryland. The organization has a staff of more than 400 and an annual budget of more than $30 million. Through partnerships, innovation, and attentive care, Jubilee is a leader in providing the highest quality services and helping demonstrate the power of inclusion. Learn more at www.jubileemd.org.  

\Jubilee Association of Maryland is an equal opportunity employer that values a diverse workforce. We are committed to equal employment opportunity regardless of race, color, national origin, citizenship, sex, gender identity, sexual orientation, marital status, age, disability, physical characteristics, genetic information, physical characteristics, veteran status, or religion.