Operations Coordinator

General Summary

Under general direction, the Operations Coordinator is responsible for assisting with the management of ISPE operations in the Tampa region, providing support to the Chief Operating Officer, organizational benefits administration, and special projects.

Principal Duties and Responsibilities

Essential Functions:

• Perform various administrative tasks such as recording and analyzing data for summation, preparing report and presentations, managing COO schedule and expense reports, etc.
• Serve as organizations primary Intellectual Property (IP) liaison on legal matters related to Trademark and Copyrights.
• Paralegal level review of vendor contracts prior to submission to COO for approval and/or execution.
• Establish and maintain standard ISPE contract portal as well as templates portal for the storage and recording of all ISPE contracts
• Establish and maintain an enterprise-wide Organizational Policies portal to store all organizational current and historical policies and procedures
• Ability to learn new software and database processes in order to assist other groups as needed
• Assist COO and Controller with annual Planning and Budgeting process
• Prepare for meetings by organizing and scheduling dates, times, attendees, location, communications platform as well as distributing meeting materials, arranging for conference rooms and logistics for face-to-face meetings, and writing and distributing meeting minutes post meeting
• Manage office supplies process for the Tampa region
• Lead teams as assigned
• Other duties as assigned.

Benefits Administration Functions:

• Evaluate and revise internal processes to reduce costs and increase efficiency.
• Document and maintain administrative procedures for assigned benefits processes.
• Ensure compliance with applicable government regulations. Ensure timeliness and accuracy of required reporting and fees.
• Coordinate benefits processing. Handle enrollments, COBRA, terminations, changes, beneficiaries, disability, accident and death claims, rollovers, QDROs, QMCSOs, distributions, loans, hardships and compliance testing.
• Oversee maintenance of employee benefits files, maintain group benefits database and update employee payroll records.
• Lead/Assist staff teams