Business Operations Specialist

About the Role

Girl Scouts of Southwest Texas (GSSWT) serves more than 10,000 Girl Scouts (girls and adults) across 21 counties in southwest Texas. The Business Operations Specialist supports the day-to-day execution of property operations while also supporting staff in using available business tools, particularly Microsoft 365, to enhance consistency and efficiency across teams. This role provides training, guidance, and practical resources, and promotes the adoption of technology tools—including emerging tools like AI—to simplify processes and reduce manual work.

Responsibilities

• Coordinate troop and group reservations for Camp La Jita, ensuring completion and compliance of required documentation.
• Manage council calendars in Outlook for room, vehicle, and facility reservations.
• Maintain vendor relationships and assist with vendor records and the Approved Vendor List.
• Enter and track service tickets and asset records in Fiix (CMMS).
• Support purchasing processes including purchase orders and invoice tracking in Microix.
• Oversee mail operations including receiving, distribution, and outgoing shipments.
• Manage inventory and restocking of office and facility supplies.
• Monitor the property email inbox and route requests appropriately.
• Record and prepare Property Committee meeting minutes.
• Promote effective use of Microsoft 365 tools, including Outlook, Teams, SharePoint, OneDrive, and Loop.
• Develop user guides, quick-reference materials, and basic documentation for staff.
• Train staff through group sessions, one-on-one support, and regular “lunch and learn” trainings.
• Support onboarding by maintaining training materials related to Business Operations tools and processes.
• Identify opportunities to simplify tasks and reduce manual work through better use of existing tools.
• Introduce and support the responsible use of emerging tools, including AI, to support productivity.
• Support rollout and adoption of new tools or updates introduced across the organization.
• Partner with the IT Manager to support staff in tool usage while maintaining clear boundaries related to technical systems.
• Collaborate with the Data Manager to ensure alignment with reporting tools without overlapping responsibilities.
• Support Business Operations leadership in improving internal processes and consistency across departments.

Requirements

• Associate’s degree in business administration, operations, or a related field preferred; or equivalent combination of education and two to four years of experience in administrative, customer service, or operations support roles.
• Experience with Microsoft 365 (Outlook, Teams, Word, Excel) preferred, with a willingness to learn additional tools and support others in their use.
• Ability to read and understand general business correspondence, vendor agreements, facility use forms, and council policies.
• Ability to write professional emails, meeting minutes, and basic reports.
• Ability to respond professionally to inquiries from staff, vendors, and volunteers.
• Ability to perform basic mathematical operations including addition, subtraction, multiplication, and division.
• Ability to calculate figures such as discounts, percentages, and simple measurements as needed for purchasing, inventory, and project support.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to prioritize tasks, solve routine problems, and respond to day-to-day operational needs in a professional and timely manner.
• Strong working knowledge of Microsoft 365 (Outlook, Teams, Word, Excel required; SharePoint, OneDrive, and Loop preferred), with the ability to train and support others in their use.
• Ability to learn and utilize other software platforms such as Microix (procurement system) and Fiix (CMMS system).
• Required to maintain membership with Girl Scouts of the United States of America throughout employment.

Work Environment

This position primarily performs its duties indoors and is occasionally exposed to outdoors weather conditions and/or moving mechanical parts. The noise level in the work environment is usually moderate.

Physical Demands

• Regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, peripheral vision, and the ability to adjust focus for tasks such as preparing and analyzing data, using a computer, and extensive reading and proofing.
• Regularly required to talk or listen.
• Frequently required to sit, stand, walk, use hands to finger, handle or feel, and reach with hands or arms.
• Occasionally required to climb or balance, stoop, kneel, crouch, or crawl.

Competencies

• Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; meets commitments.
• Oral and Written Communication: Expresses ideas and facts clearly and understandably; listens to and comprehends others; prepares organized and structured presentations; works with sensitive and confidential issues.
• Job Knowledge: Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; understands how the job relates to others.
• Problem Solving: Recognizes when immediate action is required; makes decisions where appropriate or refers them to the correct level; makes decisions without undue delay.
• Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; builds a positive team spirit; supports everyone's efforts to succeed.