Virtual Operations Assistant Jobs (NOW HIRING)

JOB SUMMARY: Provide clients and staff with high-quality support in the area of registration support services. Assist with organizing, managing, and controlling documentation for registration support services and program requirements. Function with minimal supervision in a front desk, highly visible environment. Assist with program reports and other critical documentation areas. Provide backup coverage for Coordinator I, Registration.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge
High school diploma or GED required.
Two to three years of secretarial experience required with high level of proficiency.
Experience with providing customer service and technical support.
Knowledge of database applications (e.g., Oracle) preferred.

Skills/Abilities
Typing, proofreading, and writing proficiency are required.
Demonstrated ability to work in a multi-tasking dynamic environment.
Demonstrated competence in handling detailed procedures and forms in an accurate and expedient manner, compiling reports for programs and initiatives, and in providing exceptional customer service and telephone etiquette to a large number of people.
Demonstrated verbal and written communication skills.
Ability to exercise sound judgment by showing appropriate priority and caution in actions.
Demonstrated ability to deal with frequent change or unexpected events.
Ability to use excellent organizational skills in order to analyze and organize tasks in a logical sequence for expedient accomplishment.
Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.

Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS AND OUTCOMES
Assist in the management of the workflows of multiple programs and ensure quality control.
Provide support for multiple programs through phone, email, virtual, and in-person assistance.
Maintain high level of customer service as part of front desk management.
Efficiently manage a high volume of inbound calls daily. Prioritize and direct calls to the appropriate departments or personnel as needed.
Efficiently manage a high volume of incoming emails daily, ensuring timely and accurate replies.
Monitor and serve as the point of contact for Greeter Duty.
Create and manage the daily workshop schedule to ensure optimal workflow and resource allocation.
Responsible for development and distribution of sign in sheets, certificates, room signs, and display board signs.
Accurately track and process in-person and virtual attendance for all scheduled sessions. Communicate with participants/staff/accounting regarding attendance policies and any follow-up actions required.
Monitor timely receipt of and payment for materials and services using cash/purchase order/credit card methods for clients and staff.
Provide technical support for customers/staff of our professional development registration system, Connect20, and ESC20 University ensuring smooth access and functionality for multiple courses including but not limited to compliance, online, asynchronous, in-person, and virtual.
Maintain accurate coding of program sessions according to fee schedule and provide timely data to accounting.
Provide electronic reports to clients and staff.
Use supplies and other consumable resources efficiently.
Prepare and assemble materials for trainings/workshops and conferences, as assigned.
Review products, letters, contracts, purchase orders, payment authorizations, etc. prior to approval.
Provide one-on-one and classroom training to both clients and staff related to online registration and other business and human resource online support services.
Troubleshoot online registration issues with clients and staff.
Ensure that all technical and reporting requests are processed in a timely manner.
Establish timelines to ensure efficient and effective delivery of services.
Analyze and organize tasks for expedient and efficient accomplishment.
Assist appropriate managers as needed.

INITIATIVE
Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
Demonstrate flexibility and adaptability to new situations and assignments.
Set challenging goals and reach a high standard of performance despite barriers encountered.
Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
Promote and support continuous improvement and organizational change.
Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS
Model thePrinciples of Public Service (Policy AD LOCAL).
Communicate in a timely and effective manner and interact professionally.
Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
Demonstrate professional-level written and oral communication skills.
Work collaboratively in a team setting.
Keep supervisors informed.
Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF
None

BUDGET RESPONSIBILITY
Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS
Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
Function within the policies and procedures of ESC-20.
Accept other responsibilities as assigned.
Dress and groom appropriately for the ESC-20 work setting.
Travel independently to fulfill responsibilities of the position.
Maintain regular and reliable attendance, majority in-person/onsite.
Serve at the will of the Executive Director.