Operations Coordinator

ROLE PURPOSE

The Australian Environmental Grantmakers Network (AEGN) is a member organisation that exists to enable meaningful, high-impact philanthropy that supports Australia's contribution to global environmental and climate change targets. Our values emphasise ethics, respect, collaboration, inspiration, sustainability, ambition, focus, innovation and we are committed to upholding First Nations people's rights and support Aboriginal and Torres Strait Islanders Peoples' self-determination.

The Operations Coordinator is responsible for ensuring that the AEGN team and systems are supported, efficient and thriving. The role is responsible for managing membership renewals, fundraising administration, coordinating HR process, office administration, management of the CRM, coordinating IT services, and supporting governance work. The role works closely with the Head of Operations and is integral to creating outstanding AEGN member, Board and staff experiences.

AEGN VALUES

Our values guide how we work, partner, hold events and develop our strategy. We are:

• Ethical in all we do
• Respectful of our partners, practitioners, experts and each other
• Collaborative in the way we work and recognise outcomes
• Inspiring in our activities and outreach
• Sustainable in our day-to-day work
• Ambitious in our programming
• Focused in our strategy
• Innovative in our thinking
• Respectful and acknowledging of Aboriginal and Torres Strait Islander peoples.

ROLE DIMENSIONS

• Status: Full time with option for part time 12-month contract (parental leave cover)
• Salary: $75,000 – $85,000 FTE per year plus superannuation
• Location: Melbourne
• Reports to: Head of Operations
• Travel: occasional travel for team planning sessions may be required
• Other: Events may be outside of business hours or days, flexibility to deliver events outside standard hours is required

ROLE RESPONSIBILITIES

Operations Support

Office Administration:

• Manage AEGN's info@ email, mail, and main phone; ensuring excellent member and stakeholder service.
• Problem solve office and facilities issues, including acting as day-to-day relationship holder with landlord(s), building management, service providers, other tenants, etc to coordinate repairs, issues with internet and phone services, purchase of office supplies, instalment of office equipment, etc.
• Coordinate and liaise with other tenants to ensure smooth and efficient office operations.
• Coordinate requirements of the office rental/lease contracts for all AEGN offices.

Finance Support:

• Reconciliation of payment for event tickets, donations and member renewals.
• Manage payment and renewal of business insurances.
• Manage payments and renewals of application subscriptions.

HR Support:

• Assist with recruitment processes.
• Coordinate onboarding and offboarding of staff.
• Implement office OH&S policies.
• Support the Head of Operations in development and implementation of organisational policies including human resources policies and procedures.
• Assist staff with travel bookings, if required.

IT Services and Support

• Ensure functionality and staff capability in core AEGN technology systems (MS Office, Salesforce, Teams, Zoom, Asana).
• Ownership of SharePoint folder hierarchies and archiving system.
• Internal primary contact for IT Helpdesk provider.
• Review monthly security report and ensure team members are completing required cyber security training.

File Management

• Ensure effective electronic and hard copy filing of all legal agreements and documents.

Membership Renewal, support and events

• Coordinate annual membership renewals.
• Process membership and donation payments, including reconciling payments.
• Providing administrative support of membership issues (such as website login etc).
• Provide on-ground support as needed for local member events as required, including reviewing venues, receiving catering, set up and pack up and attend events to provide on-ground support where needed. Note: Events may be outside of business hours.
• Ensure the Member Register is maintained and is up to date at all times.

CRM Database Management

• Maintaining a high-quality database.
• Management of day-to-day relationship with AEGN's CRM support provider and communicating issues and resolution to the broader team.
• Management of CRM data entry guidelines, reporting processes and staff training on use of the CRM.
• Develop and run reports from CRM to assist with measurement and evaluation work or other reporting requirements.
• Ensure CRM data is backed up weekly.
• Accurately maintain and update CRM records to ensure timely and correct member access and accurate reporting.
• Make recommendations on how to develop and improve the CRM to meet the needs of the organisation's strategy.

Board Assistance

• Provide support to the Head of Operations to coordinate board and committee meeting schedules, agendas, invites, RSVP's etc.
• Coordinate collation and distribution of the Board papers.
• Support the Head of Operations to coordinate the Annual General Meeting.

Internal Meetings

Provide administrative support to internal operational meetings:

• Schedule and communicate meeting details (date, time, etc)
• Book venue/meeting room and catering
• Prepare, distribute and communicate agenda and meeting papers in conjunction with meeting owner(s)
• Create and manage task lists
• Track and report on activity
• Assist with co-ordination of team workshops that are held offsite up to 3 times per year

QUALIFICATIONS, SKILLS & EXPERIENCE

• 5+ years' relevant experience.
• Strong knowledge of office technology systems such as Office 365, SharePoint, Salesforce (or other CRM) and Zoom.
• Highly capable computer skills – including IT trouble shooting and in-depth knowledge of Microsoft Office – Word, Outlook, PowerPoint, Excel, Teams, Sharepoint
• Knowledge of standard office administrative practices and procedures.
• Understanding of the relevant occupational health and safety regulations.
• Strong administration skills – organised, systems orientated with a good attention to detail.
• Experience dealing with databases, demonstrated ability to maintain currency and accuracy of data and improve database as required.
• Demonstrated experience managing confidential and sensitive information and sound judgement when interacting with members and staff.
• Strong customer service skills for effective interaction with members

COMPETENCIES

• Organisation – strong administrative skills, allocate the appropriate time for tasks, can balance conflicting priorities in order to manage workflow and the completion of essential projects and deadlines.
• Strong collaborator – Works effectively with small and diverse teams to achieve results. Values and builds effective relationship with all types of stakeholders and team members.
• Adaptability – demonstrates flexibility and positive demeanour regardless of changes in the work environment. Maintains composure when managing multiple conflicting priorities.
• Communication skills – listens and speaks with confidence, produces well thought out professional correspondence free of grammatical and spelling errors, projects a warm, friendly manner.
• Professionalism – interacts with members and staff professionally, promptly responds to requests, is reliable, punctual and proactive.
• Business understanding – demonstrates an awareness of fundamental business principles.
• Continuous improvement – looks to continuously improve processes to meet changing organisational needs.
• Judgement – exhibits sound judgement and the ability to make reasonable decisions in the absence of direction, refers problems/issues to the appropriate person(s) when necessary and works effectively without constant and direct supervision or guidance.