Operations Associate

Firefly; Council Bluffs (IA); On-site; USD 28,000 - 30,000; Full time

Job summary

Firefly in Council Bluffs, IA is seeking an Operations Associate to support daily operations with administrative coordination, volunteer management, and general operational support. The role contributes to organizational efficiency by maintaining office systems and documentation.

You will coordinate volunteers, develop training materials, assist leadership, and provide clerical and project support across teams.

Qualifications

• High school diploma or equivalent; advanced degrees preferred.
• 2+ years in admin, office coordination, operations, or related roles.
• Strong organizational, time management and project coordination skills.
• Experience coordinating volunteers or community engagement preferred.
• Excellent written and verbal communication skills.
• Proficiency with MS Office and cloud-based office apps; familiar with volunteer mgmt software.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Valid driver’s license; insurance proof if using personal vehicle.
• CPR/First Aid certification.

Responsibilities

• Develop, maintain, and update SOPs.
• Create and maintain reference materials and process docs.
• Coordinate office operations and admin systems to improve efficiency.
• Monitor office supply inventory and coordinate purchasing.
• Maintain organizational files and shared resources.
• Assist with data collection and reporting on volunteers and ops metrics.
• Provide admin support for meetings, projects, and initiatives.
• Assist leadership with special projects and priorities.

Skills

Organizational skills

Project coordination

Communication skills

MS Office proficiency

Volunteer management

Driver's license

CPR/First Aid

Office administration

Education

High school diploma or equivalent

Associate/Bachelor's in Business Administration/Nonprofit Management/Communications

Tools

Microsoft Office Suite

Cloud-based office apps

Volunteer management software

Job description

Position Title: Operations Associate

Direct Supervisor: Executive Director

Supervisory duties: none

FLSA Status: Non-exempt; full-time – FTE (# of hours per week ~ 30-40) may be adjusted depending on assignment of duties

Pay range: $20.00 - $22.40

Work location: On-site

Primary Function

The Operations Associate plays a key role in supporting Firefly's daily operations through administrative coordination, volunteer management, and operational support. This position helps ensure organizational efficiency by maintaining office systems, coordinating volunteers, developing documentation and training resources, and providing clerical and project support to leadership and staff.

Qualifications

• High school diploma or equivalent. Associate’s or Bachelors degree in Business Administration, Nonprofit Management, Communications preferred.
• Minimum of two (2) years of administrative, office coordination, operations, or related experience.
• Strong organizational, time management, and project coordination skills.
• Experience coordinating volunteers or community engagement initiatives preferred.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and cloud-based office applications. Familiar with volunteer management software of database systems.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Valid driver's license, reliable transportation, and acceptable driving record. If use of personal vehicle, proof of insurance must be provided.
• Valid Driver’s license required. If use of personal vehicle, proof of insurance must be provided.
• Certification in CPR/1st Aid

Essential Functions

The duties of this position will function around three main areas. However, the responsibilities outlined in this job description may not be wholly represented.

Operations

• Develop, maintain, and update Standard Operating Procedures (SOPs).
• Create and maintain reference materials and process documentation.
• Coordinate office operations and administrative systems to improve efficiency including IT services, phone lines, fleet vehicles, printer support, etc.
• Monitor office supply inventory and coordinate purchasing.
• Maintain organizational files, records, and shared resources.
• Assist with collecting data and preparing reports related to volunteers and operational metrics.
• Provide administrative support for organizational meetings, projects, and initiatives.
• Assist leadership with special projects and organizational priorities

Program Support

• Complete mailings/outreach materials
• Process and track in-kind contributions and donations
• Conduct calls including well-child checks and care coordination

Volunteer Coordination

• Support fund development efforts
• Assist with agency social media
• Serve as Volunteer coordinator

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