Operations Coordinator

Job Description

Job Description

JOB / POSITION TITLE : Operations Coordinator

STATUS : Exempt

PRIMARY PURPOSE : The Operations Coordinator provides administrative, project, and data management support for the VP of Operations and the Operations Division. This role supports day-to-day operations at the Moiliili and Kosasa Family Campus, reporting, and cross-departmental initiatives that advance organizational effectiveness.

Reports To : VP of Operations

Supervises : Volunteers as needed

ESSENTIAL DUTIES / FUNCTIONS :

• People Care. Ensuring internal and external patrons (employees, volunteers, Hawaiian Humane partners and community members) and their needs are a primary focus. Communication and contact must be clear, understandable, cooperative, professional and respectful in all circumstances and will occur face to face, telephone, and electronic mail. Employees are expected to actively support a positive team environment, directly address conflict with the goal of problem solving, and appropriately express concerns. This position interacts with and collaborates with employees and volunteers at all levels of the organization.
• Customer Care. Deliver high-level customer service to Hawaiian Humane community members. Communicate with a diverse group of people in a consistently compassionate, informative, respectful, and professional manner. Manage emotionally difficult situations with strong communication skills and empathy.
• Administrative Support. Manage calendars, meetings, agendas, presentations, minutes, and logistics for the VP of Operations and division's leadership as assigned. Anticipate upcoming needs, ensuring timely preparation of materials and coordination of deliverables. Maintain and support the development, revision, and tracking of Standard Operating Procedures (SOPs).
• Project Coordination & Data Management . Coordinate ongoing and special projects under the direction of the VP, including research, workflow documentation, and process improvement initiatives. Design, build, modify, and maintain reports in PetPoint or other database systems. Provide basic statistical analysis and support data-driven decision-making for operational programs.
• Inter-Division & External Coordination. Maintain current knowledge of relevant policies, programs, and operational priorities. Coordinate cross-departmental initiatives, team meetings, leadership gatherings, and morale-building activities. Represent the Operations Division at internal or external meetings as delegated. Partner with other departments to support seamless organizational operations.
• Community Building Support. Uphold Hawaiian Humane's standards for best-in-class customer service and animal welfare practices. Support timely follow-up on community inquiries, special cases, and operational challenges. Assist with communications, triaging inquiries for the VP and preparing responses or escalating as appropriate.

OTHER DUTIES / FUNCTIONS :

JOB CONDITIONS :

MENTAL, PHYSICAL AND COMMUNICATION DEMANDS :

QUALIFICATION REQUIREMENTS :

The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.