Operations Associate

Firefly Kids; Council Bluffs (IA); On-site; USD 28,000 - 31,000; Full time

Job summary

Firefly Kids in Council Bluffs, IA is seeking an Operations Associate to support daily operations and volunteer coordination on-site. You will help with office administration, SOPs, documentation, and coordination of volunteers to ensure organizational efficiency.

The role requires a high school diploma or equivalent, 2+ years of admin/operations experience, strong organization, MS Office proficiency, and a valid driver’s license. CPR/First Aid certification is preferred.

Qualifications

• Strong organizational, time management and project coordination skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and cloud-based office applications; familiar with volunteer management software.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Valid driver’s license with reliable transportation; proof of insurance if using personal vehicle.
• CPR/First Aid certification.

Responsibilities

• Develop, maintain, and update SOPs.
• Create and maintain reference materials and process documentation.
• Coordinate office operations and administrative systems to improve efficiency.
• Monitor office supply inventory and coordinate purchasing.
• Maintain organizational files, records, and shared resources.
• Assist with data collection and reporting on volunteers and operational metrics.
• Provide admin support for meetings, projects and initiatives.
• Assist leadership with special projects and priorities.
• Complete mailings/outreach materials.
• Process and track in-kind contributions and donations.
• Conduct calls including well-child checks and care coordination.
• Support fund development efforts and agency social media.
• Serve as Volunteer coordinator.

Education

High school diploma or equivalent

Associate’s or Bachelors degree in Business Administration, Nonprofit Management, Communications preferred

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

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