Operations Coordinator

Job Description

The Operations Coordinator performs a broad range of administrative duties for the Operations Department. Communication is a key function of this position in communicating effectively with colleagues, clients, and visitors. Other key functions include attending meetings to gather information and manage business logistics; facilitating cross-channel feedback from customers and employees to leadership teams; working with team leaders, managers and department heads to ensure departmental needs are met; processing invoices, contracts and updating databases. Essential skills include maintaining confidentiality, promoting positive work relationships, task prioritization, attention to detail, time management, and the ability to communicate clearly with team members and stakeholders. This position may make limited administrative decisions and actions in the Director’s absence and serves as liaison between the department staff and the Director of Operations.

About Us

Green inside and out, Denver Botanic Gardens was founded in 1951 and is considered one of the top botanical gardens in the United States and a pioneer in water conservation. Accredited by the American Alliance of Museums, The Gardens has a robust living plant collection, natural history collection and art collection along with temporary art exhibitions. The Gardens is a dynamic, 24-acre urban oasis in the heart of the city, offering unforgettable opportunities to flourish with unique garden experiences for the whole family – as well as world-class exhibitions, education, and plant conservation research programs.

For more information, visit us online at www.botanicgardens.org.

Denver Botanic Gardens is currently seeking a Full Time Operations Coordinator in our Operations Department! Read below to see if the requirements might be a good fit for you:

Salary

$22.26 – $27.83 – Per Hour

Duties & Responsibilities

• Serves as a primary point of contact for Operations work orders, work requests and other needs for other departments throughout the institution
• Serves as a primary support for staff to order supplies, parts and materials.
• Coordinate cross-functional teams to streamline operations and improve efficiency.
• Implement automation tools to enhance workflow and reduce manual tasks.
• Coordinates Jira work orders with Associate Directors.
• Coordinates large or department-wide efforts.
• Maintains consistency and organization on projects and assignments with many inter-related details.
• Handles departmental scheduling including reserving rooms, organizing meeting details and scheduling meetings both within and external to the department.
• Works with all departments to assure highest quality experience for all Denver Botanic Gardens visitors and staff.
• Confirms and maintains meeting schedules department wide, staff meetings, trainings, cross departmental meetings, assists with meeting prep, building agendas, attendance and follow up after meetings.
• Schedules meetings and walkthroughs with contractors/vendors as requested.
• May be asked to assist with set-ups, check-in or check-out process for caterers or event staff, and coordination of activities throughout the Gardens.
• Collects and compiles financial and statistical data codes invoices and purchase cards; processes and tracks purchase orders; resolves accounting issues in a timely manner.
• Maintains and updates department calendars and databases.
• Handles all new hire key and access card programming and issuance.
• Works closely with vendors and contractors in the coordination of prevailing wage processes with the City and County of Denver audit office.
• Maintains Director’s appointment calendar, arranging appointments, meetings and conferences and contacting appropriate attendees.
• Records committee and senior staff meeting minutes.
• Handles all incoming and outgoing departmental mail. Date stamps all incoming mail and directs to appropriate department/person.
• Anticipates Director’s needs by gathering records, reports, correspondence, etc. and maintaining confidentiality where appropriate.
• Informs the Director of operational issues determines necessary action in the Director’s absence and handles matters not requiring executive attention.
• Makes administrative decisions and takes appropriate action in absence of the Director.
• Maintains positive working relationships with managers, co-workers and others.
• Maintains a positive, helpful and solution-oriented demeanor when responding to or serving members and visitors.
• Regular attendance at the worksite may be required. As with all positions at Denver Botanic Gardens, the incumbent must be in good performance standing to be eligible for remote work. Remote work is at the discretion of management at all times.
• All Gardens employees must be committed to the mission of connecting people with plants, especially plants from the Rocky Mountain region and similar regions around the world, providing delight and enlightenment to everyone.

Position Qualifications: Knowledge, Skills and Abilities

• Excellent written and spoken communication skills.
• Ability to maintain confidentiality at all times and handle sensitive matters with discretion.
• Must have high level knowledge of Microsoft Suite products, specifically Word, Excel, Outlook and Teams.
• Must have proven excellent customer service, interpersonal, and communication skills in dealing with the public.
• Must have a track record of sound judgment and decision-making in an administrative setting.
• Ability to maintain stability under pressure and able to deal well with stressful situations.
• Ability to be flexible and willing to modify plans, when necessary, throughout the day.
• Ability to work a flexible schedule, including evenings, weekends and/or holidays.
• Ability to work overtime as necessary.
• Must be a positive representative of the Gardens both internally and externally at all times.
• Must work with respect and cooperation at all times with fellow employees and the public.
• Must be committed to working safely at all times.

Education and Experience

• High school diploma / GED and/or combination of education and equivalent experience is required.
• Minimum of 4 years of experience in a professional office setting, background in a non-profit setting a plus.
• Minimum of 2 years of Administrative Coordinator or related experience and/or training; or equivalent combination of education and experience.

Additional Information

Travel:

Up to 10% travel required. Requires the ability to travel to remote locations (or other Garden locations) where environment may vary significantly.

Denver Botanic Gardens has an incredible benefits package for eligible employees!

Our major benefits include a choice of Medical Plans, a Dental and Vision Plan and Life Insurance Plan. We have a Flexible Spending Account (FSA) and a Healthcare Spending Account (HSA).

The Gardens offers a generous Retirement Savings Plan with Company contribution of 6% after one year of service for eligible participants.

The Gardens also offers paid holidays, vacation, sick time, and access to personal lines of insurance. Additional benefits include short-term and long-term disability coverage, an Employee Assistance Program (EAP) and an RTD ECO pass.

For eligible employees, The Gardens employment also includes a complimentary Denver Botanic Gardens Membership, access to Gardens education classes and summer concert tickets.

Come work for a place that offers you SO much more than just a paycheck!

Application Instructions

https://www.botanicgardens.org/join-give/career-opportunities