Operations Administrator/Program Coordinator

Job Title: Operations Administrator/Program Coordinator

Position Summary:
The Operations Administrator/Program Coordinator provides administrative and technical support to the Director of MTW Planning and Reporting. The position is a strong individual contributor to MTW Plan and Report and must possess the ability to manage independently small to medium projects. The position is familiar with all rental assistance programs, HUD MTW rules and regulations, and able to apply that knowledge appropriately. The Operations Administrator is proficient at technical writing, presentation, and analytical research with the ability to interact and communicate well with extended and senior level management, as well as MTW partners to provide solutions to local issues. The position possesses excellent interpersonal, organizational, and planning skills and solid verbal and written communication skills. The Operations Administrator must fully execute assignments with minimal supervision to support the execution of public meetings, conference calls, and webinars by coordinating logistics, developing agenda, developing content, and taking notes. Further, the position must work cohesively and constructively with Office of Strategy Policy & Regulatory Affairs (OSPRA) team members.
The Operations Administrator periodically assists the OSPRA executive assistant ensuring OSPRA events and projects are coordinated and managed in an efficient manner that directly supports OSPRA Senior Vice President.
 
Essential Duties and Responsibilities:

• Support the Director, MTW with the process of updating the MTW Annual Plan and Annual Report, manage MTW planning calendar, collect data from assigned business units for purpose of updating Annual Plan and Annual Report, and maintain a retention system.
• Gather required information for preparation of Annual Plan and Annual Report.
• Collaborate with internal and external stakeholders regarding timely submission of data required for the MTW Plan and MTW Report.
• Organize ongoing projects and monitor the completion of projects, as well as initiate projects in alignment with organization’s stated management plans and goals, including participation in internal and external project meetings while ensuring that ancillary and ongoing tasks are completed.
• Indirectly support OSPRA Senior Vice President with various operational/administrative duties to ensure efficient operation.
• Proactively communicate progress and potential challenges to Director, MTW Planning and Reporting and other Project Teams.
• Participate in onboarding activities with OSPRA executive assistant.
• Manage the planning, coordination and implementation of activities related to MTW Stakeholder Briefings (public meetings) and Public Hearing, as well as other community-facing events, including the supportive planning and activities related to other projects and events related to OSPRA.
• Maintain various databases of groups of stakeholders and provide accessibility to team members.
• Attend MTW, events and meetings as needed and requested.
• Serve as an OSPRA point of contact for administrative matters, including office management, security contact, SharePoint SME, and other operational logistics.
• Research, compile and summarize information for Director(s), formulate correspondence and respond to various inquiries from internal and external customers.
• Actively promote and ensure clear communication within the OSPRA Department and facilitate interdepartmental communication, including calendar management and accurate routing of internal and external inquiries
• Assist in management and monitoring of OSPRA training/travel requests, office supply requisitions and budget, advance payments and reimbursements, and other budgetary oversight.
• Be able to work in a fast-paced environment on tight deadlines, be highly competent in using Microsoft Office applications, including Word, Excel, and PowerPoint, and have exceptional technical writing and strong verbal and presentation skills, including spreadsheet designs, pivot tables, and graph creations; may be required to take meeting and/or conference call minutes.
• May be required to perform other related duties as required and/or assigned by the SVP and MTW Director of OSPRA.

 
Knowledge and Skill Requirements:

• Ability to anticipate needs and write various scopes of work and documents without direct supervision or formal direction. 
• Knowledge of HUD rental assistance programs and ability to interpret and apply complicated rules and regulations to ensure agency compliance.
• Strong attention to details are required with excellent written and strong oral communication.
• Ability to multitask and to prioritize work activities in a fast-paced environment with competing demands to accomplish goals in most effective and efficient manner.
• Excellent time management and organizational skills and being proactive are necessary to ensure a smooth office operation.
• Accuracy is required in performing all functions of this position. Must demonstrate sound judgment, tact, and diplomacy in dealing with internal and external customers.
• Must be a team player, able to interface with all levels of company team members, housing partners, community stakeholders, high-level executives, and appointed and elected officials outside the company.
• Intermediate to advanced proficiency in MS Office Suite including PowerPoint and Visio, SharePoint, Teams, and other software.
• Working knowledge of additional software such as MS Project, Adobe, Zoom, Power Bi, and others are preferred and a plus.
• Excellent service provider requiring minimal direction and oversight.

Education and Experience:
Bachelor’s degree in Policy or Public Administration, Political Science, or similar discipline with a minimum of four years of progressively responsible experience required; or an equivalent combination of education and experience that supports successful operations in this position. Strong consideration for those with advance education or previous experience supporting director level and above positions.
 
Working Conditions:
Work is primarily in an office environment, which may include outdoor site visits that require some bending, stooping, reaching and prolonged sitting and/or standing. Must be able to travel overnight periodically and attend occasional meetings during evening and weekend hours. Must have and maintain a valid State of Georgia driver’s license and be fully insurable for the purpose of obtaining clearance on company “Authorized Drivers List.”  

Talantage Staffing Solutions is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices.  We are proud to be an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status.  Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment.