Operations Coordinator

Office Supplies and Coordination - 20%

• Collaborate with the Assistant Director of Operations to coordinate and track inventory across departments

• Ensure consistent and timely ordering of office supplies

• Ensure consistent and timely food and beverage orders for meetings and retreats that meet staff’s dietary restriction needs

• Ensure water, coffee, snacks and other breakroom needs are consistently stocked at Austin ASHwell facilities and provide opportunities for snack and drink requests from staff

• Ensure consistent and timely ordering and stocking of janitorial supplies for Austin based locations

Facilities and Maintenance- 20%

• Provide administrative leadership to track and schedule building maintenance, inspections and repairs for all ASHwell facilities including Equipment repairs, furniture, repairs/maintenance, HVAC’s, pest control needs

• Support the Director and Assistant Director to develop and implement building safety, access (via airlock) and compliance protocols for all ASHwell facilities

• Attend quarterly board meetings at ASHwell HQ acting as concierge and manage building access (one weekday evening per quarter)

• Coordinate supply requests and ensure timely ordering and delivery of furniture and office supplies.

• Own daily mail pickup, distribution and package delivery for Austin based ASHwell facilities

IT Support - 20%

• Assist with hardware and software troubleshooting, including software licenses and subscriptions.

• Assist with the onboarding of new employees regarding IT systems.

• Act as point of contact with external IT vendors for support and maintenance.

• Own meeting prep for two ASHwell all staff meetings monthly and one board meeting quarterly including video and audio equipment set up

• Act as point of contact for IT concerns and support requests across ASHwell facilities including Wi-Fi, Phones, Computers, laptops, building access cards, Printers, scanners, fax, Interfacing with help desk for issues requiring assistance, Computer software updates

Communication and Coordination- 20%

• Collaborate with event planners across the organization on logistics and scheduling

• Develop internal Commnication practices to ensure staff are informed about operational procedures and policies

• Act as Ops point person for clinic volunteer/student onboarding and legal paperwork

• Own and coordinate org wide team building activities and outings ensuring timely memos, reminders and calendar invites to all staff

Process Improvement and Cost Reduction – 10%

• Maintain familiarity with departmental budget and track Operational spending to help identify opportunities for cost reductions

• Identify opportunities to increase efficiency in processes and protocols.

• Own birthday and work anniversary celebrations at all staff meetings including gift card purchase and delivery (to staff desk), and cake ordering

Baseline - 10%

• Participate in all required staff meetings and retreats

• Maintain up-to-date calendar and work plan

• Utilize org-wide systems and protocols for all agency business

• Offer at least 24 hours' notice for internal meeting cancellations/rescheduling

• Maintain chain of command for internal communications

About You

The ASHwell Operations Coordinator is a detail-oriented initiative taker who thrives in a culturally sex positive and kink loving space. They are excited to be part of the movement to End the HIV Epidemic. They embody our organizational values and possess a keen ability to strategize and implement efficient systems. Serving as the Operations Coordinator for ASHwell HQ, the ASHwell Clinic, and providing virtual support to the San Antonio office, this role requires someone with a talent for developing and maintaining inventory tracking protocols. The ideal candidate will demonstrate thought leadership in standardizing and centralizing operational processes while excelling in collaboration and information synthesis. They understand the pivotal role they play in constructing the administrative infrastructure crucial for organizational success. They can connect their role and its responsibilities to the bigger picture of ASHwell’s mission.

Required Qualifications:

• Prior experience in a similar role or one with transferrable skills - 3+ years

• Lives in Austin, TX or within the greater Austin Metro Area or willing to relocate

• Baseline understanding of gender pronouns, pro sex culture and HIV de-stigmatization and/or willingness to learn

• Aligned with ASHwell’s values

• Ability to work with diverse groups

• Strong organizational skills

• Proficiency in coordinating multiple projects or programs, including effectively managing the individuals involved

• Independent problem-solving skills, capable of contributing to project and program designs under supervision

• Strong organizational abilities, essential for managing tasks and responsibilities efficiently

• Excellent interpersonal and communication skills, vital for effectively collaborating with diverse teams and stakeholders

Preferred Qualifications:

• Bilingual in English and Spanish

• Experience serving underrepresented groups

• Technical support experience

• Project/event-management experience

• Prior Inventory coordination experience

Our Hiring Process

The start date for this position is June 24, 2024. Applications are due no later than midnight CT on April 5, 2024. We are committed to offering the support, time and resources necessary to on-board and orient to the role.

TIMELINE

• Applications Due April 5, 2024

• Invitations to interview: April 26, 2024

• Round 1 Interviews: week of April 29-May 10

• Round 2 interviews: May 13-24

• Final interviews: May 28-31

• Goal date for offers: June 3-7

• Position starts date June 24, 2024

ASHwell uses a cohort onboarding model. The start date is a group orientation day for hires across the organization.

EOE STATEMENT

As an Affirmative Action and Equal Opportunity Employer, ASHWell is committed to creating an inclusive environment that values the diversity of its employees and does not discriminate against any employee or candidate. Women, minorities, veterans, people from the LGBTQ2SAI communities and people with disabilities are strongly encouraged to apply to join our teams. Reasonable accommodation to access job openings or to apply for a job is available.