Operations Administrator Job Description

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Operations Administrator Job Description

Job descriptions
Administration and Office Support

Job summary 1

The duties of the Operations Administrator will be varied each day. Reporting to the VP, of Portfolio Operations & Strategy, this individual will also support the Chief Portfolio Engineers. Duties will include serving as a hub of communication for the team, tracking and monitoring division initiatives, managing budgets and expenses, and performing document management. The ideal candidate will be a multi-tasker with excellent time management and communication skills. This highly visible role includes collaboration and communication with internal teams, residents, and third-party consultants to alleviate the administrative burden of the engineering leadership team. The Operations Administrator is vital in ensuring that initiatives and projects are completed on time, within budget, and to our high-quality standards.

Duties & Responsibilities 1

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Requirements & Skills 1

Job summary 2

We seek an Operations Administrator who will work across the affiliate to ensure all teams have unparalleled support to perform their objectives; support the Executive Director and Board of Directors; maintain a clean, organized, and supplied office for everyone; and manage the personnel aspect of the office and reporting to the Director of Finance and Operations.

Duties & Responsibilities 2

Requirements & Skills 2

Job summary 3

The Operations Administrator is responsible for orienting and training others, and assigning and reviewing their work. May also be responsible for acting in a “lead” or “senior” capacity over other positions performing essentially the same work, or related technical tasks and reporting to a higher level on a formal basis. Internal contacts generally include administrators, faculty, students, and staff. External contacts generally include vendors, consultants, visitors, and the general public.

Duties & Responsibilities 3

Requirements & Skills 3

Solid understanding of networking/distributed computing environment concepts. Understands business implications of decisions and aligns work with strategic goals; Demonstrates knowledge of Information Systems.
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Responds promptly to customer needs; Solicits customer feedback to improve service.
Maintains confidentiality; Exhibits confidence in self and others; Inspires and motivates others to perform well;
Effectively uses the English language to communicate with others respectfully.
Works independently as a technical team member.
- Writes highly technical information in a clear and easily understood manner to non-technical personnel. Strong interpersonal and communications skills;
- Ability to maintain effective and harmonious work relations with students, faculty and staff, University Officials, and the general public.
- Bachelor's degree in computer science or related field and 5-7 years of related work experience. 12 years of related work experience may be substituted instead of educational qualifications.

Job summary 4

The Operations Administrator is the administrative leader who serves a critical role in department activities, innovation, and process efficiencies; all essential to meet the department's research strategic goals.

Duties & Responsibilities 4

Provides oversight of a large and complex program, lab, division, or department.
Partners closely with physician investigators and clinical practice leaders to help advance research.
- Performs duties independently and initiates bold judgment in handling a variety of management issues.
- Serves as a key member of the leadership team with a primary focus on business administration, management of allied health staff, program budget development and oversight, operational and strategic planning, and execution, and implementation of policies and systems.
- Direct reports include managers, supervisors, research technicians, and/or other research personnel.

Requirements & Skills 4

Master's degree in business, health care administration, or related field required.
Five years of healthcare management or related industry experience to include people, projects, or programs required.
Operational experience must include demonstrated ability to work effectively and collaboratively in a multi-disciplinary environment with physician, scientist, educator, administrative, supervisory, and allied health staff.
Must have demonstrated leadership competencies in management (e.g. staff, change, complex issues) and operations.
Prior research leadership or clinical studies experience, preferred.
- Knowledge of extramural funding processes preferred
- Prior experience working in a healthcare setting or university medical centers, preferred.
- For Operations Administrators hired before March 2012, a minimum education requirement is a Bachelor's degree, Master's degree preferred.

Job summary 5

The Operations Administrator is responsible for executing on all back‐office operational and technological functions of the business. This position will work closely with the Director of Operations & Compliance, outside consultants, and vendors to implement the technology roadmap with a focus on successfully identifying and resolving issues for team members. The Operations Administrator will engage with clients and team members to create an exceptional experience for Wealth Management clients.

Duties & Responsibilities 5

Works closely with the Director of Operations & Compliance to effectively support third‐party relationships including consultants, custodians, technology providers, and other vendors to meet the needs of team members and clients
Delivers an exceptional client experience while executing the back-office operations of the firm including maintenance of the firm’s technology, and other operational activities related to data management, custodian activities, trade settlement and reconciliation, and client reporting
Analyzes and implements improvements to workflows and controls to improve client service and ensure operational efficiency
Leverages technology to improve internal processes and gain efficiencies
Serves as a backup to the Operations Associate and Compliance Associate roles
Takes a key role on project teams, providing input and implementation support to complete projects
- Works across teams to enhance firm processes to improve the client experience and attract new clients
- Maintains confidentiality with external client information and firm information
- Provides administrative support for the firm that could include greeting clients, call routing, and other various administrative tasks

Requirements & Skills 5

Strong communication skills, written and verbal, to effectively interface with all levels of firm management and staff; ability to communicate issues and conclusions
Strong computer skills; demonstrated use of applications, software and related tools
Solid project management and problem-solving skills including the critical ability to coordinate and balance multiple projects in a time-sensitive and stressful environment
Ability to shift focus and adapt to changes
- Bachelor’s degree or commensurate experience
- 3+ years’ experience in a professional working environment
- Excellent knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job summary 6

We are seeking a collaborative, solutions-oriented self-starter to join our mission-driven team as our Operations Administrator. The Operations Administrator will provide high-level administrative support to the Vice President of Sales Enablement and Operations.

Duties & Responsibilities 6

Manage and maintain data within Company's internal Business Applications as assigned
Assist with the Recruiting, and Onboarding of new employees
Manage the Company’s internal process of Customer Onboarding
Assist with Consultant deployment and logistics as required
Create, interpret, and distribute various Consulting reports internally to the Company Leadership team
Key liaison between our Consulting Services Department and Company Operations Team
- Administrative support for the VP of Sales Enablement and Operations
- Provide special project leadership and support as needed
- Drive internal process improvement to management

Requirements & Skills 6

Job summary 7

We are looking for an Operations Administrator to join our growing team. This role will report to the Manager of Sales Operations and will be vital in the success of the revenue organization and the company as a whole. You will be a trusted adviser to the greater sales operations team as well as an invaluable business partner and resource to the entire Sales Team. This is a highly visible position that requires interaction with senior executives, and staff members across sales, marketing, product management, finance, support, legal, and professional services.

Duties & Responsibilities 7

Requirements & Skills 7

You’re a strategic thinker with strong analytical skills and business acumen
You love problem-solving and can proactively identify, plan and resolve complex business problems
You have 2-4 years of previous sales/revenue operations, deal desk, consulting, financial analysis, legal, and/or pricing background.
You have experience with SaaS, B2B, and technical sales business models, preferably at high-growth companies
You have expert knowledge of excel and the ability to work with large, complex datasets
- You have expert knowledge of SDFC admin functions
- You enjoy handling multiple tasks
- You have strong communication and interpersonal skills; must be able to foster & maintain strong partnering relationships with sales and internal departments

Job summary 8

The Operations Administrator is responsible for all front-office operations. The overarching role of the Operations Administrator is to ensure that these offices meet the highest technical and customer service standards and function cost-effectively.

Duties & Responsibilities 8

Develop operating budgets and maintain expenditure controls. Oversee front office salary and benefit budgets and other operating expenses. Monitor staffing, overtime, and other factors, and utilize lean management techniques, to ensure service is provided cost-effectively and within budget. Develop and maintain financial controls for cash collection, credit card processing, charge entry, and all other financial aspects of front office operations.
Collaborate with them in the recruitment of staff, completion of performance evaluations, and when necessary, in initiating disciplinary action.
Establish guidelines for all standard operating procedures and ensure that staff is well trained in the technical requirements of patient check-in and check-out – registration, co-pay collection, charge entry, appointment scheduling, etc. Analyze and audit operations to ensure that policies and procedures are being followed. Initiate changes when appropriate. Develop job-specific training and ensure that training requirements are met. Ensure that staff is well-trained in customer service.
Ensure that this data is reviewed by supervisors and consistently used to provide feedback to staff and physicians on their performance and to implement change when indicated.
Coordinate front office operations with the clinical managers of the various clinical sites, as well as the Billing Managers.
Develop and oversee staff work schedules. Ensure that coverage is provided across all programs and sites. Recommends staffing changes where appropriate.
- Implement standardized Medical Center and Departmental policies and procedures across work sites.
- Attend the Ambulatory Care Managers’ meeting and other relevant meetings to ensure that front office operations are consistent with Medical Center expectations.
- Perform other duties as required.

Requirements & Skills 8

Graduation from a college or an equivalent combination of experience and training.
3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in the business.
Requires organizational skills, management skills, attention to detail, motivation, and the ability to work independently.

Job summary 9

We are seeking a qualified individual to fill our entry-level Operations Administrator position. Our Operations team is responsible for assisting customers with their delivery and fulfillment needs. The overall objective is to analyze the best course of action to resolve client needs and deliver exceptional customer experiences.

Duties & Responsibilities 9

Provide exceptional Customer Service via phone, email, and in-person customer interactions.
Ensure accurate, valid, and complete information is entered into Fisher’s (ERP database) regarding customers and customer orders.
- Coordinate delivery of customer orders in a timely and efficient manner, while ensuring proper allocation of available resources.
- Ensure that customer inquiries and customer orders are resolved promptly, professionally, and thoroughly
- Excel in a fast-paced environment with an expectation of balancing a variety of tasks with varying deadlines and levels of urgency.

Requirements & Skills 9

High school diploma or equivalent. The degree is a plus
Consistent attention to detail and organizational skills
Excellent problem-solving skills, good written and verbal communication skills
Desire and drive to exceed customer expectations
Business operations or accounting experience
- At least 2 years of customer service experience
- Desire to be part of a growing fast-paced organization
- Team player

Job summary 10

This posting is for an Operations Administrator.

Duties & Responsibilities 10

Requirements & Skills 10

Frequently asked questions

What Is The Description Of The Operations Administrator?

An Operations Administrator, also known as an Operations Coordinator or Operations Assistant, plays a key role in ensuring that the day-to-day operations of an organization run smoothly. Their responsibilities and tasks may vary depending on the organization and industry, but generally include the following:

Administrative Support: This can include tasks like handling incoming calls and emails, managing office supplies, organizing files, and coordinating schedules and calendars.

Coordination of Operations: They may be responsible for coordinating various operational procedures, such as inventory management, logistics, or facilities maintenance, ensuring that all tasks are executed efficiently and on time.

Process Management: They often assist in the creation, implementation, and enforcement of business processes and procedures to improve efficiency and productivity within the organization.

Reporting: They may help prepare operational reports and analyses to help the management team make informed decisions. This might involve tracking performance metrics, analyzing operational data, or summarizing key business activities.

Liaison: They often serve as a link between different departments in the organization, facilitating communication and coordination.

Vendor Management: They may be involved in managing relationships with vendors and suppliers, including negotiating contracts, placing orders, and addressing any issues that arise.

Customer Service: In some roles, they may interact with customers or clients, handling inquiries, resolving issues, or providing information about the company's products or services.

Staff Support: They often provide support to other staff members, helping to onboard new employees, coordinate training programs, or assist with other HR tasks.

An Operations Administrator needs strong organizational and multitasking skills, good communication abilities, and a keen attention to detail. They typically need proficiency with office software, such as Microsoft Office, and may also need specific knowledge or skills related to their industry or the operations of their organization. Some roles may require a degree in business administration or a related field.

What Does A Operations Administrator Do?

An Operations Administrator, also known as an Operations Coordinator or Operations Assistant, is responsible for supporting the day-to-day operations of an organization. Their duties and responsibilities may vary depending on the industry and organization, but here are some common tasks that an Operations Administrator typically performs:

Administrative Support: They provide administrative assistance to the operations team or department. This includes tasks such as managing schedules, coordinating meetings, handling correspondence, maintaining files, and preparing reports.

Process Management: They assist in establishing and maintaining efficient operational processes and workflows. This might involve creating and documenting standard operating procedures, ensuring compliance with policies and regulations, and identifying areas for process improvement.

Data Management: They collect, organize, and maintain operational data and records. This could involve inputting data into databases, generating reports, analyzing data, and ensuring data accuracy and integrity.

Logistics Coordination: They may be responsible for coordinating logistics, such as scheduling deliveries, managing inventory, tracking shipments, and ensuring the smooth flow of goods or services.

Vendor Management: They may work with vendors and suppliers to ensure timely delivery of goods or services, resolve any issues that arise, and maintain positive relationships.

Facilities and Equipment Management: They assist in managing facilities, equipment, and maintenance. This may involve coordinating repairs, scheduling maintenance activities, and ensuring proper functioning of equipment and facilities.

Budget and Expense Tracking: They may assist with monitoring and tracking operational budgets, processing invoices, and reconciling expenses.

Project Support: They provide support to operational projects, assisting with project coordination, tracking project milestones, and communicating project updates.

Communication and Coordination: They serve as a point of contact between different departments, teams, or external stakeholders, ensuring effective communication and coordination.

Process Improvement and Efficiency: They continuously look for ways to improve operational processes, streamline workflows, and enhance efficiency within the organization.

These responsibilities may vary based on the organization's size, industry, and specific operational needs. Operations Administrators often work closely with other departments, such as finance, human resources, and customer service, to ensure smooth operations across the organization.

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