Sr. Operations Specialist

Vanguard Charitable Endowment Program; Malvern (Chester County); On-site; USD 70,000 - 100,000; Full time

Job summary

Vanguard Charitable Endowment Program in Malvern, PA is seeking a Senior Operations Specialist to coordinate transactional workflows, ensure service commitments are met, and complete transactions accurately and on time within organizational controls.

The role acts as a technical SME, provides coaching, and drives continuous improvement through process design, automation, and AI-enabled solutions while partnering with Operations, Finance, and technology teams.

Qualifications

• Bachelor's degree required or equivalent education.
• Experience in operations, payment processing, grantmaking, nonprofit administration.
• Ability to exercise independent judgment balancing accuracy, timeliness and policy.
• Strong collaboration with Operations leadership, Finance, and IT partners.

Responsibilities

• Coordinate operational workflows and service delivery to meet standards.
• Assign and balance work, monitor productivity, and adjust priorities.
• Escalate complex issues and ensure timely resolution with stakeholders.
• Strengthen operational controls and identify trends to mitigate risk.
• Provide day-to-day coaching and guidance to team members.
• Lead or support continuous improvement using automation and AI.

Skills

Workflow coordination

Team leadership

Process improvement

Risk management

Cross-functional collaboration

Coaching

Education

Bachelor's degree

Job description

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Sr. Operations Specialist

Malvern, PA, US

JOB SUMMARY

The Senior Operations Specialist is a member of the Operations Team who provides day-to-day coordination and specialized expertise for transactional workflows. This role helps ensure work is assigned effectively, service commitments are met, and transactions are completed accurately, timely, and in accordance with organizational controls. The position serves as a technical subject matter expert and escalation point for complex or sensitive situations, provides coaching and work guidance, and advances continuous improvement through process design, technology, automation, and artificial intelligence.

ESSENTIAL JOB FUNCTIONS

• Coordinate operational workflows and service delivery activities, ensuring work is prioritized appropriately and completed in accordance with established service, quality, and control standards. (30%)
• Assign and balance work across team, monitor team productivity and workflow performance, identify capacity constraints, and recommend adjustments or elevate material resource needs to Operations leadership. (30%)
• Serve as the technical subject matter expert and primary escalation resource for complex, sensitive, or time-critical operational matters, applying sound judgment and partnering with appropriate stakeholders to achieve timely resolution. (15%)
• Execute and strengthen operational controls for transactional workflows; identify trends and recommend solutions that enhance accuracy, consistency, and risk management. (15%)
• Provide day-to-day coaching, technical guidance, and support to and other team members, reinforcing procedures, quality standards, effective judgment, and accountability. (10%)
• Lead or support continuous improvement efforts by analyzing workflow trends, maintaining procedures and documentation, and applying technology, automation, and artificial intelligence to improve efficiency, scalability, and service delivery. (10%)

QUALIFICATIONS

Education & Training

• Bachelor's degree required.

Licensure & Certification

• None required.

Knowledge, Skill, and Ability

• Knowledge of transactional operations, payment processing, workflow controls, and service delivery practices.
• Skilled in coordinating high-volume workflows, assigning work, monitoring productivity, and adjusting priorities in response to changing business needs.
• Skilled in researching, analyzing, and resolving complex, sensitive, or time-critical operational issues.
• Able to exercise independent judgment while balancing accuracy, timeliness, risk, client impact, and organizational policy.
• Able to provide effective coaching, technical guidance, and performance-related workflow feedback to team members.
• Able to collaborate effectively with Operations leadership, Finance, client-facing teams, technology partners, vendors, and other stakeholders.
• Skilled in process improvement, documentation, root-cause analysis, and the responsible application of automation and artificial intelligence to operational work.
• Able to work independently, communicate clearly, manage competing priorities, and maintain strong, collegial working relationships.

Experience

• Minimum of four years of relevant experience in operations, payment processing, grantmaking, nonprofit administration, or a related field.