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Administrative Operations Coordinator/Operations Manager - J541

Des Moines, IA

IDj-541Posted 3/11/2025

The Administrative Operations Coordinator manages complex data systems that support childcare assistance and food security services for hundreds of families. This role requires strong attention to detail, excellent organizational skills, and accurate recordkeeping critical to program success. The ideal candidate combines warmth in client interactions with precision in administrative tasks, serving as a welcoming first point of contact for a diverse community. They must juggle multiple responsibilities while maintaining professionalism and compassionate service. Success in this role means recognizing that every data point represents a family served—and that timely, accurate support helps advance our mission. This position also supports cross-department collaboration and contributes to strategic initiatives from leadership while keeping daily operations running smoothly.

Essential Functions:Program Support & Data Management:

Process and maintain detailed data entry for Child Development Center state reimbursements
Manage childcare assistance documentation and verification
Track Food Pantry operations data, including inventory and client statistics
Generate reports and maintain accurate filing systems
Support volunteer program documentation as needed

Front Office Operations:

Serve as the primary phone operator for organizational inquiries
Greet and assist visitors with a professional, welcoming demeanor
Create and maintain documents using Microsoft Office Suite
Manage office organization and supply inventory
Assist with special events and programs as needed
Multi-Program Coordination:
Balance responsibilities across multiple departments
Maintain effective communication with three program directors/managers
Ensure timely completion of tasks for each supported program
Support program-specific projects as assigned

Qualifications:

Required Education & Experience:
High school diploma or equivalent
3–5 years of administrative experience in a fast-paced environment
Proficiency in Microsoft Office Suite
Experience working with diverse populations
Valid Iowa driver’s license and ability to meet agency insurance requirements

Knowledge & Skills:

Strong attention to detail and accuracy in data entry
Excellent organizational and time management skills
Clear and professional verbal and written communication
Ability to maintain confidentiality
Demonstrated ability to work independently and manage multiple priorities
Experience with database management and report generation

Physical Requirements:

Ability to sit at a computer workstation for extended periods
Occasionally lift up to 25 pounds
Ability to navigate the office environment independently

Working Conditions:

Full-time (40 hours/week)
Flexible scheduling between 6:00 AM and 6:00 PM
Fast-paced environment with shifting priorities
Background check required

Preferred Qualifications:

Bilingual (English/Spanish)
Background in childcare or social services
Experience with Volgistics, Salesforce, Blackbaud eTapestry
Familiarity with state reimbursement systems, including the Child Nutrition Program and Department of Human Services Provider Portal

Disclaimer: Please note that we are unable to provide job sponsorships, including, but not limited to, visas, corp-to-corp arrangements (C2C), or any other form of sponsorship for employment. All applicants must be legally authorized to work in the United States without the need for sponsorship now or in the future.

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