Job Details

Operations Specialist

The Operations Specialist plays a key role in supporting organizational effectiveness by overseeing day-to-day administrative and operational functions at DCCCA's Wichita facility. This position serves as a central coordination point for office operations, facilities, vendors, and internal stakeholders, ensuring systems, processes, and resources are aligned to support staff productivity, compliance, and service delivery. The Operations Specialist exercises independent judgment, proactively identifies operational needs and contributes to continuous improvement initiatives across the organization.

Essential Functions

Office & Facility Operations

Oversees daily office operations for the Wichita location, ensuring a professional, efficient, safe, and secure work environment. Serves as the primary point of contact for visitors, vendors, and on-site staff; manages reception operations and ensures high-quality customer service. Manages incoming and outgoing correspondence, phone communications, and on-site logistics.

Administrative & Executive Support

Provides advanced administrative and operational support to leadership and staff, including complex scheduling, meeting coordination, calendar management, and logistical planning. Coordinates travel arrangements and supports expense reporting in alignment with organizational policies and budgetary guidelines.

Facilities, Fleet, and Reservation Management

Acts as liaison with facilities management, IT, and external vendors to coordinate maintenance, repairs, and procurement of office furniture, equipment, and technology. Manages meeting room and conference space reservations to maximize utilization and support organizational needs. Coordinates fleet vehicle reservations and oversees registration, tagging, and documentation for all Wichita-based vehicles.

Financial & Resource Administration

Processes invoices, tracks expenditures, manages receipts and petty cash, and supports budget preparation and monitoring. Ensures accurate documentation and compliance with internal financial controls and organizational procedures.

Process Improvement & Compliance

Develops, documents, and maintains office policies, procedures, and workflows to improve efficiency, consistency, and compliance. Identifies opportunities for operational improvements and recommends solutions that enhance service delivery and staff effectiveness.

Vendor, Community, & Event Coordination

Manages relationships with vendors and service providers to ensure timely, cost-effective delivery of goods and services. Assists with planning and coordination of internal meetings, trainings, and organizational events, both on-site and off-site. Represents DCCCA externally as assigned, including participation with the Wichita Chamber of Commerce.

Additional Responsibilities

Regularly travels to DCCCA locations and other business sites, which may include early morning or evening hours, to support operational needs.

Education, Experience, and Licensure

High school diploma or equivalent required; bachelors degree in business administration or a related field preferred. Minimum of two (2) years of progressively responsible experience in office operations, administrative coordination, or a related role with demonstrated operational oversight. Demonstrated ability to manage multiple priorities, exercise sound judgment, and maintain a high level of attention to detail. Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management systems nd technologies. Excellent written and verbal communication skills with the ability to interact professionally across all levels of the organization and with external stakeholders. Strong problem-solving skills, adaptability, and the ability to anticipate operational needs. Valid state drivers license, automobile liability insurance, and a Motor Vehicle Record that meets DCCCA insurability standards. Reliable transportation required.

Knowledge, Skills, and Abilities

Advanced working knowledge of computerized databases, spreadsheets, and word-processing applications. Proficiency in operating standard office equipment, including email systems, copiers, telephones, and related technologies. Effective interpersonal, listening, and communication skills, with the ability to convey information clearly and professionally in person and in writing. Exercises appropriate use of positive language.