Workforce Operations Specialist (Grant-Funded)
Choose901, Memphis, TN, United States
We are seeking a high-level Workforce Operations Specialist to provide administrative, operational, and logistical support to the Workforce team. This role is responsible for managing executive scheduling and communications, overseeing office and inventory operations, supporting event logistics, maintaining digital records, and coordinating invoicing and vendor documentation. This position plays a critical role in ensuring the smooth day-to-day functioning of workforce programs and freeing program leadership and trainers to focus on strategy, instruction, and outcomes. The role has no direct reports and does not include case management, instruction, or employer relationship ownership.
Experience and 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
Salary Range $45,000 – $55,000 commensurate with experience.
Key Benefits
Hybrid schedule
Generous benefit package
Parental leave
Professional development opportunities
401(k) employer match
20 Days per calendar year of paid leave
At least 10 office closing days for public holidays
Up to 10 remote workdays while traveling
Phone reimbursement
Physical Requirements
Tasks require the ability to exert light physical effort in sedentary to light work, including lifting, carrying, pushing, and/or pulling objects and materials of light weight (5-10 pounds).
Lifting/moving supplies
Tasks may involve extended periods at a keyboard or workstation.
Essential Duties and Responsibilities
Executive & Calendar Support
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
Front Desk & Office Operations
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
Coordinate basic office logistics to ensure meeting rooms and shared spaces are prepared for use
Supplies, Inventory, & Program Materials
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, employe engagements, and large convenings
Anticipate material needs ahead of cohort launches and events
Digital File & Records Management
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
Event & Logistics Support
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
Finance & Vendor Support
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
What This Role Does Not Include
Direct supervision of staff or students
Student case management or counseling
Instructional or training responsibilities
Employer relationship ownership
Event strategy, agenda design, or external invitations
Event Time Allocation
Executive & calendar support: 20%
Office operations & front desk coverage: 15–20%
Supplies, inventory, books & uniforms: 15%
Digital systems & records (Google Drive, Dropbox, Monday.com): 15%
Finance & vendor support (Bill.com, invoicing): 10%
Event logistics support: 10–15%
Special projects: 5%
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Experience and 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
Salary Range $45,000 – $55,000 commensurate with experience.
Key Benefits
Hybrid schedule
Generous benefit package
Parental leave
Professional development opportunities
401(k) employer match
20 Days per calendar year of paid leave
At least 10 office closing days for public holidays
Up to 10 remote workdays while traveling
Phone reimbursement
Physical Requirements
Tasks require the ability to exert light physical effort in sedentary to light work, including lifting, carrying, pushing, and/or pulling objects and materials of light weight (5-10 pounds).
Lifting/moving supplies
Tasks may involve extended periods at a keyboard or workstation.
Essential Duties and Responsibilities
Executive & Calendar Support
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
Front Desk & Office Operations
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
Coordinate basic office logistics to ensure meeting rooms and shared spaces are prepared for use
Supplies, Inventory, & Program Materials
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, employe engagements, and large convenings
Anticipate material needs ahead of cohort launches and events
Digital File & Records Management
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
Event & Logistics Support
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
Finance & Vendor Support
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
What This Role Does Not Include
Direct supervision of staff or students
Student case management or counseling
Instructional or training responsibilities
Employer relationship ownership
Event strategy, agenda design, or external invitations
Event Time Allocation
Executive & calendar support: 20%
Office operations & front desk coverage: 15–20%
Supplies, inventory, books & uniforms: 15%
Digital systems & records (Google Drive, Dropbox, Monday.com): 15%
Finance & vendor support (Bill.com, invoicing): 10%
Event logistics support: 10–15%
Special projects: 5%
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