Organizational Operations Coordinator

About the role

This position coordinates key governance, human resources, and administrative operations for OPERS. Serving as the official clerk to the OPERS Board of Trustees and its committees, the role ensures meetings are effectively organized, conducted, documented, and maintained. The position also provides transactional Human Resources support and provides operational assistance to executive leadership and agency-wide programs and activities.

Responsibilities

• Serves as the official clerk for the OPERS Board of Trustees and its committees, coordinating administrative processes necessary to conduct and document meetings; maintains official Board records including minutes, resolutions, oaths, filings, and governance documentation.
• Develops agendas; compiles and distributes meeting materials; coordinates in-person and virtual meeting logistics; and supports the timely completion staff contributed documents.
• Prepares and posts required meeting notices, records proceedings, drafts minutes, and maintains attendance and quorum records as required.
• Maintains Board calendars, trustee information, the internal Board website, and the Board document library.
• Captures and maintains all Board and committee meeting minutes.
• Coordinates the appointment, onboarding, orientation, and continuing service needs of Board members.
• Provides administrative and transactional support for Human Resources programs and processes; initiates, reviews, and tracks HR transactions in Workday and other agency systems; maintains personnel and recruitment records.
• Collaborates with the Director of Human Resources to support onboarding and offboarding by coordinating documentation and orientation; maintains confidential personnel files and records.
• Administers timekeeping processes reviews time records, ensures timely correction of discrepancies communicating with staff.
• Tracks Human Resources workflows, deadlines, and required documentation and follows up with employees, managers, and other responsible parties to support timely completion.
• Aids in the preparation of HR communications, forms, reports, and training materials.
• Provides comprehensive administrative and logistical support to executive leadership, including coordinating calendars, preparing materials and reports, organizing information, and tracking action items.
• Coordinates business travel and related administrative processes, including itineraries, documentation, reimbursements, and expense reporting.
• Drafts, reviews, formats, and distributes agency correspondence, reports, presentations, mailings, and agency-wide communications.
• Coordinates administrative processes and records, including contracts, subscriptions, external communications, and general office activities; identifies opportunities to improve consistency and efficiency while maintaining confidentiality of personnel, Board, executive, and agency information.
• Supports agency-wide projects, programs, meetings, and events through planning, scheduling, logistics, preparation of materials, and coordination with internal and external stakeholders.

Requirements

• Knowledge of the procedures and techniques of business communication; of business grammar and arithmetic; of public relations, and computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat.
• Skills in oral and written communication; in modern office functions, methodologies, and practices; in attention to detail; in effectively using computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat; and in establishing and maintaining effective working relationships by interacting with people of various social, cultural, economic, and educational backgrounds.
• The ability to multitask; to exercise discretion and maintain confidentiality; to exercise independent judgment; to prioritize appointments and work assignments; to work cooperatively and courteously with others; to communicate with a variety of personalities and divergent views in a tactful, pleasant, and professional manner; and to establish and maintain a confidential work environment.
• Seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every year of experience.

Qualifications

• One year of technical board service; working as a clerk or secretary supporting a Board of Trustees or other governing body.
• One year of technical human resources management experience in any functional area of HR.