Operations Specialist na undefined

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POSITION:                                      Operations Specialist 

OFFICE/DIVISION:                       Foster Grandparents Program

BULLETIN No:                               3092025

HOURLY RATE RANGE: $25.6411- $28.2052 per hour

                                                          (Commensurate with experience)

   OPENING DATE:                              September 26, 2025

BRIEF DESCRIPTION: 

The Operations Specialist for the AmeriCorps Foster Grandparent Program provides essential operational and administrative support to ensure the effective delivery and compliance of program services. This role is responsible for overseeing day-to-day processes, maintaining accurate records, and assisting with program compliance, reporting, and data management. The Operations Specialist plays a critical role in coordinating systems that support volunteer engagement, program visibility, and community partnerships. By ensuring operational efficiency and adherence to AmeriCorps and organizational standards, the Operations Specialist contributes to the overall success of the Foster Grandparent Program and its mission to connect older adult volunteers with opportunities to provide meaningful service and mentorship to children in need.

MAJOR DUTIES:

Assist program staff with administrative and technical duties to ensure smooth daily operations. Submit detailed reports to the FGP Project Director and program staff for needed action. Review program budgets and/or assist with the development of budgets that address funders request and Executive directives. Monitor program spending, develop requests for purchases, and provide recommendations to the FGP Project Director Enter and update all volunteer related data into the database system or other software program. Maintain program record keeping and data collection systems which track volunteer hours, in-kind support documentation and direct program expenses to accurately and, in sufficient detail, meet the requirements of the FFR, PPR, including PPR data supplement (PPVA) reports. Provide data for the monthly internal PMR Report. Prepare letters, memorandums, emails, and other correspondence as required. Collect, organize, and maintain compliance information in accordance with AmeriCorps, federal, state, and organizational regulations including, overseeing criminal background processing, and tracking for all reporting agencies. Support the development and implementation of program policies, procedures, and training materials. Assist in monitoring program activities to ensure alignment with grant requirements and compliance standards. Provide technical assistance to staff, volunteers, and community partners as needed. Coordinate with internal departments and external stakeholders to support program objectives and reporting requirements. Responsible for the accurate and timely entry of FGP related data into program database. Assist in the identification of In-Service trainers and special projects. Manage the Foster Grandparent Payroll Process working closely with the UPO Finance Office, including payroll, Time & Attendance Management, Travel Reports, Reimbursements, Supply Ordering, Manage Foster Grandparent Leave Management, etc. Manage monthly Pre-Service Meetings, Attendance, Payroll, Schedules Site Managers meetings, assists in development of meetings materials and attendance. Participate in New Site Manager orientation. Assist Program Coordinator with the orientation, training, and ongoing support of Foster Grandparent volunteers. Coordinate, implement and actively participate in outreach, special events and recruitment activities to ensure the Foster Grandparent Program maintains strong community visibility and is effectively positioned to attract, retain and engage prospective volunteers. Monitor internal processes to ensure timely completion of program deliverables and adherence to grant requirements. Coordinator logistics for meetings, trainings, outreach events, and special activities. Support the recruitment, onboarding, and placement of Foster Grandparent volunteers through effective systems and procedures, including participating in New Site Manager Orientations. Develop and implement operational procedures to strengthen program effectiveness and accountability. Assist with budget tracking, purchasing, and other financial processes in collaboration with program leadership. Perform other duties as assigned to support the effective operation of the Foster Grandparent Program. 

MINIMUM QUALIFICATIONS: 

High school diploma or GED and 3 years of experience in an administrative or clerical position. Excellent skills using Microsoft Office Suite. Excel spreadsheet functions, public speaking, classroom training, remote meeting platforms and time management and data management software usage. Previous experience in an administrative office setting, with responsibilities for scheduling, processing telephone inquiries and program correspondence. Possess effective organizational and professional communication skills, both written and verbal. Must work sensitively and effectively with individuals of diverse educational, socioeconomic, and cultural background.

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DESIRED QUALIFICATIONS: 

Associate’s degree or better in Business Administration, Accounting, or related field. Grant management, Not-for-Profit Fiscal Management, Data Management; ability to communicate effectively in writing and orally; must be proficient in Excel, computer literacy including MS Office and data management systems and five years of experience in an administrative or clerical position.  Proven excellent communication, reception, office equipment and information technology skills.

OTHER REQUIREMENTS:

In the event that an offer is extended, the candidate will be required to successfully complete a criminal background check and/or FBI fingerprinting, and pre-employment drug screening as applicable for the position.

POSITION ELIGIBLE

FOR TELEWORK:             X YES      o NO (based on duties & program requirements)

ESSENTIAL POSITION: o YES          NO 

Competitive Benefits:

• Health/Kaiser, 70/30 split
• Dental/MetLife, all employees paid
• Vision/VSP, all employees paid
• 401k, Safe Harbor Match-5.5% given as a benefit, will match 1% of staff contribution 
• Sick Leave 4.5 Hours Every Pay Period
• Vacation Leave 4.5 Hours Every Pay Period
• 2 Personal Days
• Paid Holidays

This position IS IN the collective bargaining unit of the CWA Union.

FLSA STATUS: Non-Exempt

To be considered for this position: