Operations Administrative Support Specialist

Haven for Hope; Town of Texas (WI); On-site; USD 35,000 - 45,000; Full time

Job summary

Haven for Hope is seeking an Operations Administrative Support Specialist to provide essential program and administrative support to the Vice President of Operations. This entry-level role involves managing compliance checklists, conducting audits, and coordinating training sessions. The ideal candidate will possess strong organizational skills, effective communication abilities, and a commitment to safety initiatives. Join a dedicated team in the non-profit sector and contribute to the operational excellence of our organization.

Benefits

Medical coverage

Disability insurance

Life insurance

Retirement plan with 6% match

Up to 25 days PTO in first year

Qualifications

• Minimum of two years in administrative roles.
• Experience supporting multiple managers/departments preferred.

Responsibilities

• Manage inventories and checklists for compliance.
• Conduct routine audits and safety inspections.
• Organize training sessions for security personnel.

Skills

Organizational Skills

Communication

Customer Service

Education

High School Diploma or GED

Bachelor’s degree in a related field

Tools

MS Office

Outlook

Excel

Job description

Operations Administrative Support Specialist

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Summary
The Operations Administrative Support Specialist at Haven for Hope provides complex program and administrative support to the Vice President of Operations and the Operations Departments. The role involves working closely with the Life Safety Department to evaluate, observe, maintain, and monitor monthly/quarterly checklists, inventories, and compliance concerns. Responsibilities include assisting in managing and coordinating administrative and project tasks across all Operational teams and programs, coordinating reports and timelines, and providing administrative support.

Essential Duties And Responsibilities

• Manage multiple inventories and checklists to ensure compliance.
• Conduct routine audits of the Haven campus to verify signage and safety protocols meet standards.
• Attend regular department meetings to promote safety initiatives and share best practices.
• Perform safety walkthroughs and inspections to ensure compliance with safety regulations.
• Support maintenance of compliance for state-mandated files.
• Organize and schedule training sessions for security personnel, preparing and distributing training materials.
• Manage inventory of security equipment and supplies, including tracking, ordering, and stock maintenance.
• Collaborate with team members on ongoing projects within the security department.

Experience/Education

• Minimum of two years in administrative roles.
• High School Diploma or GED required; Bachelor’s degree in a related field preferred.
• Experience supporting multiple managers/departments preferred.
• Training in time management, MS Office, and administrative skills preferred.

Knowledge/Skills/Abilities

• Excellent organizational and time management skills.
• Strong verbal and written communication skills, including editing and proofreading.
• Effective communication with teams, leaders, and external stakeholders.
• Ability to work independently and collaboratively.
• Proficiency with Outlook, MS Word, Excel; ability to learn new systems.
• Customer service skills in person and via phone.
• Knowledge of office management principles.
• Ability to use standard office equipment.
• Maintain confidentiality.

Certificates, Licenses, Registrations

Valid Texas Driver’s License, good driving record, reliable transportation, and proper insurance are required. Travel within the area may be necessary.

Physical Demands

Requires walking, standing, lifting up to 25 pounds, and performing data entry and office tasks. Reasonable accommodations available.

Work Environment

Moderate noise level. Accommodations available for disabilities.

Benefits

• Medical coverage, disability, life insurance covered fully.
• Optional dental and vision coverage.
• Retirement plan with 6% match.
• Up to 25 days PTO in first year, plus holidays.

Additional Information

Entry level, other employment type, in the non-profit sector. No managerial responsibilities. Valid driver’s license and ability to travel required.