Workforce Operations Specialist (Grant-Funded)

Essential Duties and Responsibilities

• Manage the Senior Director’s email inbox, including triaging messages, flagging priorities, and organizing correspondence
• Manage the Senior Director’s calendar, including scheduling meetings and coordinating availability with internal staff and external partners
• Maintain shared calendars for workforce cohorts, trainings, and events
• Provide time-bound administrative support for special planning projects as assigned
• Serve as front desk support at the satellite office, greeting visitors, students, and partners
• Share front desk coverage with an intern or temporary staff when available; provide backup coverage as needed.
• Maintain a welcoming, organized, and professional office environment
• Cook up basic office logistics to ensure meeting rooms and shared spaces are prepared for use
• Manage monthly office and program supply orders, including Amazon and other vendors
• Maintain inventory tracking for office supplies, program materials, and event supplies
• Order books, uniforms, and required materials for new workforce cohorts
• Prepare participant bags, packets, and materials for orientations, graduations, employer engagements, and large convenings
• Anticipate material needs ahead of cohort launches and events
• Maintain organized digital filing systems across Google Drive and Dropbox
• Create and uphold consistent folder structures and naming conventions
• Track tasks, timelines, and requests using Monday.com
• Ensure program, vendor, financial, and event documents are properly labeled, stored, and easy to locate
• Collect and process vendor invoices related to workforce programs
• Upload invoices, receipts, and supporting documentation into Bill.com
• Support biweekly payment request submissions and track invoice status
• Maintain organized financial documentation to support reporting and audits
• Coordinate with internal finance staff to ensure timely vendor payments
• Provide administrative and logistical support for workforce-related events, including orientations, graduations, employer engagements, and partner convenings
• Support event preparation by tracking timelines, preparing materials and supplies, and coordinating room setup needs
• Place food and catering orders and coordinate delivery logistics
• Support post-event organization of materials, receipts, and documentation

Qualifications

• 3+ years of administrative, operations, or program support experience
• Strong organizational skills and attention to detail
• Comfort managing calendars, inboxes, and multiple priorities
• Experience with digital file systems (Google Drive, Dropbox)
• Familiarity with invoicing, expense documentation, or financial systems (Bill.com experience a plus)
• Ability to work independently and anticipate needs
• Professional and welcoming presence in a front-facing role

Pay

Salary Range: $45,000 - $55,000 commensurate with experience.

Application

If you are interested in applying, please upload your resume and cover letter here or here. Applications will be evaluated on a rolling basis, so please submit as soon as possible.

Contact

For more information: www.memphismedicaldistrict.org.