Organizational Operations Coordinator

okgov; Oklahoma; On-site; USD 68,000 - 83,000; Full time

Job summary

OPERS is seeking an Organizational Operations Coordinator to oversee governance, HR, and administrative operations. The role acts as the official clerk to the OPERS Board of Trustees, ensuring meetings are organized, documented, and confidential information is handled with discretion.

The position reports to the Director of Human Resources and supports executive leadership and agency-wide programs, including onboarding, timekeeping, and communications. Full-time on-site role in Oklahoma.

Qualifications

• Knowledge of business communication procedures and techniques.
• Public relations and written communication skills.
• Proficiency with MS Office applications (Outlook, Excel, Word, PowerPoint, Publisher, Adobe Acrobat).

Responsibilities

• Coordinate governance, HR, and administrative operations for OPERS.
• Serve as official clerk to the OPERS Board of Trustees and committees; maintain records and minutes.
• Support HR transactions in Workday and onboarding/offboarding activities.

Skills

Communication

Public relations

MS Office

Attention to detail

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Publisher

Adobe Acrobat

Job description

Organizational Operations Coordinator

Agency: 515 OK. PUBLIC EMPLOYEES RET. SYS.

Supervisory Organization: OPERS

Full time

Regular

Compensation: Up to $75,000 annually based on experience.

Job Description

Basic Purpose

This position coordinates key governance, human resources, and administrative operations for OPERS. Serving as the official clerk to the OPERS Board of Trustees and its committees, the role ensures meetings are effectively organized, conducted, documented, and maintained. The position also provides transactional Human Resources support and provides operational assistance to executive leadership and agency-wide programs and activities. This position reports to the Director of Human Resources and routinely handles confidential information requiring discretion and attention to detail.

Essential Functions

Board Governance and Administration

• Serves as the official clerk for the OPERS Board of Trustees and its committees, coordinating administrative processes necessary to conduct and document meetings; maintains official Board records including minutes, resolutions, oaths, filings, and governance documentation.
• Develops agendas; compiles and distributes meeting materials; coordinates in-person and virtual meeting logistics; and supports the timely completion staff contributed documents.
• Prepares and posts required meeting notices, records proceedings, drafts minutes, and maintains attendance and quorum records as required.
• Maintains Board calendars, trustee information, the internal Board website, and the Board document library.
• Coordinates the appointment, onboarding, orientation, and continuing service needs of Board members.

Human Resources and Administrative Support

• Provides administrative and transactional support for Human Resources programs and processes; initiates, reviews, and tracks HR transactions in Workday and other agency systems; maintains personnel and recruitment records.
• Coordinates recruiting activities, including job postings, application organization, scheduling interviews, candidate communication, and completion of pre-employment requirements.
• Supports onboarding and offboarding by coordinating documentation and orientation; maintains confidential personnel files and records. Administers timekeeping processes reviews time records, ensures timely correction of discrepancies communicating with staff.
• Tracks Human Resources workflows, deadlines, and required documentation and follows up with employees, managers, and other responsible parties to support timely completion.
• Assists with preparation of HR communications, forms, reports, and training materials.

Executive and Agency Administrative Support

• Provides comprehensive administrative and logistical support to executive leadership, including coordinating calendars, preparing materials and reports, organizing information, and tracking action items.
• Coordinates business travel and related administrative processes, including itineraries, documentation, reimbursements, and expense reporting.
• Drafts, reviews, formats, and distributes agency correspondence, reports, presentations, mailings, and agency-wide communications.
• Coordinates administrative processes and records, including contracts, subscriptions, external communications, and general office activities; identifies opportunities to improve consistency and efficiency while maintaining confidentiality of personnel, Board, executive, and agency information.
• Supports agency-wide projects, programs, meetings, and events through planning, scheduling, logistics, preparation of materials, and coordination with internal and external stakeholders.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills, and Abilities required include knowledge of the procedures and techniques of business communication; of business grammar and arithmetic; of public relations, and computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat.

Skills required include skill in oral and written communication; in modern office functions, methodologies, and practices; in attention to detail; in effectively using computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat; and in establishing and maintaining effective working relationships by interacting wit