Operations Specialist

Description

About the Organization

inTulsa is one of the Programs within Experience Tulsa, a portfolio of programs and teams working to showcase the unique past, present, and exciting future of Tulsa in an inclusive, high-touch, and comprehensive manner to assist in generating vibrant growth. We do this through speaking loudly and proudly about all that Tulsa has to offer while offering meaningful community-building opportunities for newcomers and long-time Tulsans, alike. In addition to inTulsa, the other programs under the Experience Tulsa umbrella include Tulsa Remote, Tulsa Service Year, and Campus Tulsa, and are all economic development initiatives supported by the George Kaiser Family Foundation. Over the next few years, we hope to support other key community partners in building up Tulsa to be the most welcoming place for newcomers, while increasing social capital, community-building, and networking opportunities for all Tulsans.

Position Purpose

The Operations Specialist will be responsible for managing the day-to-day operations of the organization, supporting the Head of inTulsa in driving efficiency, effectiveness, and organizational success. This role will oversee budgeting and financial performance, collaborate with human resources to enhance employee experience, and manage administrative functions including administrative support and vendor relationships across Experience Tulsa. Additionally, the Operations Specialist will develop and maintain operational policies, identify areas for improvement, and ensure smooth coordination of executive schedules and meetings. With a focus on fostering a positive culture, promoting collaboration, and ensuring compliance, the Operations Specialist will be integral to optimizing operations across the organization.

Requirements

Core Responsibilities

• Operational Leadership and Strategy: Support the Managing Director in overseeing all aspects of organizational operations, implementing systems and processes that enhance both efficiency and effectiveness across teams. Identify and evaluate opportunities for operational improvements, developing and recommending strategies to streamline processes and drive organizational success. Continuously assess operational workflows, suggesting and leading initiatives to improve productivity, reduce costs, and optimize resource utilization.
• Financial and Budget Management: Take ownership of the budgeting process, working closely with leadership to prepare, track, and manage budgets. Monitor financial performance, analyze expense trends, and provide regular, actionable financial reports to leadership to inform decision-making. Ensure financial compliance and prepare necessary documentation for audits or financial reviews.
• Human Resources Liaison and Employee Experience: Act as a key liaison between operations and human resources, assisting with onboarding, employee relations, and other HR-related processes to create a positive and seamless experience for employees. Support the development and implementation of programs that enhance employee engagement, retention, and overall satisfaction within the organization. Foster a positive organizational culture by promoting inclusivity, transparency, and collaboration across teams.
• Administrative Coordination and Office Management: Oversee and coordinate the day-to-day administrative functions, including vendor relationships, and resource allocation. Manage the calendars and schedules for senior managers within Experience Tulsa, ensuring efficient and effective scheduling of meetings, appointments, and project deadlines. Plan, schedule, and confirm cross-team meetings, ensuring all participants are prepared and have the necessary materials ahead of time. Collaborate with leadership to develop and distribute clear meeting agendas, ensuring that key discussions and decisions are effectively communicated.
• Operational Documentation and Policy Management: Develop, implement, and maintain operational policies and procedures, ensuring organizational consistency, compliance, and adherence to industry best practices. Review and update internal documentation regularly to ensure all processes remain relevant, effective, and aligned with the company’s goals.
• Presentation and Communications Support: Assist in creating visually compelling, well-structured presentations for both internal and external meetings, ensuring clarity, consistency, and alignment with organizational goals. Support in crafting communications that help articulate operational updates, changes, or strategic initiatives to various stakeholders.
• Additional Responsibilities: Undertake other duties as assigned to support the organization’s operations and strategic initiatives. Serve as a point of contact for both internal and external stakeholders, maintaining positive and productive relationships.
  
  

Education And Experience

• Bachelor’s degree in business administration, operations management or a related field. Equivalent experience will also be considered.
• Experience in operations management, office management or a similar role.
• Experience budgeting, financial tracking and reporting.
• Familiarity with human resources processes, policies and best practices.
• Proven ability to manage multiple priorities and maintain attention to detail.
  
  

Necessary Mindsets And Skills

• Strategic Thinking: Expertise in setting clear goals, anticipating challenges, and developing long-term strategies that align with organizational objectives.
• Operational Efficiency: Strong capability to streamline workflows, optimize resource utilization, and implement best practices to improve overall efficiency and productivity.
• Data-Driven Decision Making: Proficiency in using data and analytics to evaluate performance, identify trends, and make informed decisions to enhance processes and outcomes.
• Problem-Solving: Sharp problem-solving skills to analyze complex situations, identify root causes, and implement innovative and practical solutions effectively.
• Communication & Collaboration: Exceptional verbal and written communication skills for facilitating cross-departmental collaboration and aligning stakeholders toward shared goals.
• Adaptability & Flexibility: Comfortable managing change in a dynamic environment, with the ability to pivot quickly and effectively when faced with new challenges or opportunities.
• Project Management: Strong organizational and project management skills to plan, execute, and monitor multiple initiatives, ensuring on-time delivery within scope and budget.
• Customer-Focused Mindset: Deep commitment to understanding and meeting the needs of internal and external stakeholders, delivering solutions that enhance their experiences.
• Continuous Improvement Orientation: A growth mindset focused on identifying opportunities for innovation and implementing improvements to processes, systems, and overall operations.
  
  

Physical Requirements

• Ability to work at a desk and operate a computer for extended periods.
• Occasional need to participate in virtual meetings and webinars.
• Ability to help set up and tear down candidate readiness / networking events.
• Minimal physical demands beyond standard office work requirements.
  
  

Hours and Location

• This is a hybrid position in Tulsa, OK.
• We have in-person mandatory team meetings on Wednesdays.
• A typical work week is Monday - Friday from 8:00 a.m. – 5:00 p.m.
• Attend monthly candidate networking events outside of business hours.
  
  

Additional Requirements

• Ability to work in US.
  
  

About Our Benefits

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and a generous retirement contributions designed to support you and your family.

Details

• 100% employer paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401K employee and employer contributions.
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer paid AD&D life insurance, with employee options to add supplemental life insurance.