Operations

• Overall responsibility for providing visitor and guests with a Center that is effective, inviting, safe, clean, well-maintained and ready-for-use
• Lead the planning, quality, and delivery of programs on and off of U.S. military installations
• Deliver services, equipment and events within budget limits
• Identify and implement operational and program improvements that achieve USO standards of excellence
• Act as a resource for USO Center staff and volunteers in the planning and execution of special and/or holiday events
• Review program and service needs
• Research and recommend new programs and services based on research
• Implement and oversee suggested and/or required changes
• Coach and mentor USO Center staff and oversee volunteers schedule, activities, recruitment, training and recognition
• Develop, improve and maintain working relationships with USO vendors and local contractors
• Create, maintain, communicate, and enforce adherence to Standard Operating Procedures and the Emergency Preparedness Plan (EPP)
• Conduct employee accountability checks
• Manage cash on hand and maintain inventory of supplies and assets
• Responsible for communicating to internal and external parties, Centers operations, programs, and activities
• Compile and prepare announcements, stories, and photos for publication and distribution across multiple media and social media channels
• Develop, improve and maintain working relationships with U.S. Military, local community leadership, partners and donors, and media representatives to enhance awareness, generate financial/in-kind support of the USO mission and support successful program and service delivery

Center Operations Manager

Recruitment

• Serve as recruiting point-of-contact for assigned corporate-level roles and at least one designated geographic region
• Manage all recruitment related activity including but not limited to identifying hiring needs, communication with internal and external stakeholders, scheduling, logistics, post-interview feedback, documentation, selection, negotiation and on-boarding for all job opportunities within assigned area.
• Review and track candidate applications/resumes and responses for appropriateness of skills, experience and knowledge in relation to position requirements
• Conduct behavioral-based interviews and recommend candidates for selection and/or additional interviews
• Advise hiring managers regarding candidate skill sets and salary requirements, making adjustments where needed for optimum hiring decisions
• Extend offers of employment to selected candidates.
• Ensure all pre-hire processes and documentation are completed in a timely manner.
• Assist with development and implementation of new and existing staffing strategies, plans, activities and programs to identify and source qualified employees
• Coordinate USO participation at job fairs and employment events
• Manage internship program
• Utilize and maintain Applicant Tracking System
• Produce and monitor reports, identifying recruitment results and trends.

Recruiter – Temporary

• Execute day-to-day Center operational procedures, ensuring a cost-effective, safe, welcoming and clean environment
• Monitor and maintain facilities and equipment so that they are well-maintained and ready-to-use
• Enforce sanitary and food-handling guidelines and regulations
• Engage and interact with Center visitors, and serve as a subject matter expert about its amenities, tours, classes, programs and services; troubleshoot to resolve issues
• May direct and manage vendors
• Help to maintain Center operations within budget
• Monitor and maintain, and accurately report on inventory, and handle cash
• Provide data for financial, operational and statistical reports as requested
• Provide ad hoc reports as required
• Create and maintain a Standard Operating Procedure file that details local operational procedures and Center activities to enable prompt reporting, easy rotation and follow-on
• As directed by Center Operations Manager or other leaders, help to plan and oversee, and lead the execution of, operational areas which may include programs, logistics, inventory management, budget, social media and database management
• Assist with operations and programs communications and awareness
• Compile and prepare announcements, stories and photos for social media, local media representatives and website publications, ensuring that content conforms to USO media guidelines
• Deliver, or assist in managing the planning and evaluation of new and existing USO programs, activities and events on and off US military installations, including coordinating all functions, materials and assets to ensure that these programs, activities and events are effective and run efficiently
• Assist Center Operations Manager or higher-level colleagues in reviewing USO programs and service needs within assigned area, including helping to research and recommend new programs and services
• Implement any resulting program, event or activity changes
• With key internal and external stakeholders, assist in developing, improving and maintaining working relationships with the U.S. Military, local community leaders, partners and donors, and media representatives to enhance awareness and generate support of the USO mission, and to support successful program delivery
• Coordinate with Center colleagues to ensure appropriate and adequate resources including volunteers, materials, and supplies are available for all programs, events, and activities
• Serve as a programs resource to colleagues and oversee volunteer participation
• Communicate key information to volunteers, including shift openings, policy changes, development opportunities, etc.
• Maintain and generate reports from the volunteer database related to hours worked, applications in process/received, etc.
• Direct prospective volunteers through the application process
• Help coordinate on-the-job training for volunteers
• Implement volunteer recognition events and run reports e.g., award milestone/birthdays, etc.
• Communicate volunteer improvement suggestions to USO colleagues
• Submit Volunteer of the Quarter nominations
• May be required to operate a USO or personal motor vehicle
• Other duties as assigned, including backfilling for Center Operations Manager or other positions, as directed by senior leaders

Center Operations Specialist

• Assist in operating and maintaining one or more Centers
• Deliver valuable, fun and creative programs, events and activities
• Create and maintain a clean, warm, and inviting environment
• Meet and welcome guests, orienting them to the Center's offerings
• Serve as a knowledgeable resource and provide friendly customer service
• Assist with operational procedures and safety protocols
• Monitor and maintain the readiness of the Center and its areas
• Help plan and execute programs, activities, and events
• Communicate Center operations and programs through flyers and social media
• Answer and screen incoming calls, review and respond to email
• Produce and maintain reports, files, and databases
• Guide and act as a resource for volunteers
• May process cash or credit card sales

Center Operations Coordinator

• Deliver area-wide programs, activities and events and assist in their evaluation
• Develop, document and maintain standard operating procedures, program kits, and program reference manuals
• Assist in reviewing program and service needs within assigned area and in researching and recommending changes or new programs, activities and events based on results
• Implement suggested and/or required changes
• In cooperation with higher level colleagues, develop, improve and maintain working relationships with U.S. Military, local business, and community leadership to support procurement and growth of financial and other in-kind resources necessary for area operations
• Execute special fundraising events within assigned area
• Help to develop area-wide public awareness plans that support sustainable growth of sponsorships and other fundraising
• Coordinate with area media outlets including online, print and broadcast, to inform and ensure coverage of programs and events
• Monitor programs budget and assist with budget creation
• Prepare, review and complete budget and expense reports
• Serve as liaison between internal USO resources, external vendors and donors in order to facilitate prompt problem resolution
• May lead and mentor Area operations support staff and/or volunteers
• May be required to operate a USO or personal motor vehicle
• Backfill as requested for higher level operations staff and perform other duties as assigned

Area Operations Specialist

• Lead Daily Operations
• Ensure our Center is clean, safe, and fully equipped.
• Monitor facilities, supplies, and food-handling standards.
• Engage Visitors
• Welcome service members and their families, answer questions, and ensure they feel supported and valued.
• Support Programs & Events
• Plan, deliver, and evaluate high-quality programs and activities that bring the USO mission to life on base, in the community, and beyond.
• Build Community Connections
• Collaborate with military partners, local leaders, donors, and media to strengthen awareness and support for the USO.
• Manage Resources
• Track budgets, inventory, and donations with accuracy.
• Prepare reports and maintain standard operating procedures.
• Support & Lead Volunteers
• Recruit, train, and celebrate volunteers who power our mission.
• Drive Communications
• Share stories, photos, and updates for social media and local outlets to showcase the impact of our work.
• Be Flexible
• Step in to support other team members and cover leadership roles when needed.

Executive Assistant

• Serve as the primary point of contact for the CEO with internal and external stakeholders via phone, email, and in-person interactions
• Manage the CEO's calendar, including scheduling, prioritizing, and coordinating meetings, events, travel, and conference calls (domestic and international)
• Draft, proofread, and prepare correspondence, presentations, and meeting materials
• Develop and maintain mail management processes for the CEO
• Independently initiate and implement processes to manage projects, information, and people
• Conduct research and prepare summaries, reports, and recommendations
• Exercise discretion, judgment, and organizational knowledge to facilitate executive activities
• May direct and deploy support staff or other resources as needed
• Act as the primary liaison between the organization and the Board of Governors and its Committees
• Schedule, plan, and provide notices for board and committee meetings
• Prepare, assemble, and distribute meeting materials, agendas, minutes, resolutions, and annual conflict of interest statements
• Attend meetings, record minutes, and ensure timely follow-up on action items
• Manage board member records and train/support system users
• Coordinate board trips, in-person meetings, dinners, and mission immersion events
• Conduct research, develop/administer board surveys, and generate reports to support governance and strategic goals
• Track board member giving and ensure gifts are credited, facilitating acknowledgments and thank-you's
• Collaborate with the Governance Committee Chair and senior leaders
• Develop, submit, and monitor the Executive Office budget
• Reconcile CEO and EA Wells Fargo corporate credit card charges
• Review and approve direct reports reconciliations and out-of-pocket expense reports in Coupa
• Submit and track invoices through Coupa
• Maintain up-to-date knowledge of USO General Ledger Account Codes and financial procedures
• Arrange travel for the CEO, board members, and executive office
• Prepare and submit spouse travel request forms and support documentation for board approval
• Support CEO participation in corporate alliance/partnership events, speaking engagements, and care package events
• Assist with securing approvals for creative materials requiring the CEO's signature
• Build and maintain positive, strategic relationships at all levels of the organization
• Communicate scheduling needs, resolve conflicts proactively, and coordinate with team members
• Maintain confidentiality and professionalism in all interactions
• Retain and manage the CEO's electronic signature

Board Administrator – Executive Assistant to the CEO

• Execute day-to-day Center operational procedures, ensuring a cost-effective, safe, welcoming and clean environment
• Monitor and maintain facilities and equipment so that they are well-maintained and ready-to-use
• Enforce sanitary and food-handling guidelines and regulations
• Engage and interact with Center visitors, and serve as a subject matter expert about its amenities, tours, classes, programs and services; troubleshoot to resolve issues
• May direct and manage vendors
• Help to maintain Center operations within budget
• Monitor and maintain, and accurately report on inventory, and handle cash
• Provide data for financial, operational and statistical reports as requested
• Provide ad hoc reports as required
• Create and maintain a Standard Operating Procedure file that details local operational procedures and Center activities to enable prompt reporting, easy rotation and follow-on
• As directed by Center Operations Manager or other leaders, help to plan and oversee, and lead the execution of operational areas which may include programs, logistics, inventory management, budget, social media and database management
• Assist with operations and programs communications and awareness
• Compile and prepare announcements, stories and photos for social media, local media representatives and website publications, ensuring that content conforms to USO media guidelines
• Deliver, or assist in managing the planning and evaluation of new and existing USO programs, activities and events on and off US military installations, including coordinating all functions, materials and assets to ensure that these programs, activities and events are effective and run efficiently
• Assist Center Operations Manager or higher-level colleagues in reviewing USO programs and service needs within assigned area, including helping to research and recommend new programs and services
• Implement any resulting program, event or activity changes
• With key internal and external stakeholders, assist in developing, improving and maintaining working relationships with the U.S. Military, local community leaders, partners and donors, and media representatives to enhance awareness and generate support of the USO mission, and to support successful program delivery
• Coordinate with Center colleagues to ensure appropriate and adequate resources including volunteers, materials, and supplies are available for all programs, events, and activities
• Serve as a programs resource to colleagues and oversee volunteer participation
• Communicate key information to volunteers, including shift openings, policy changes, development opportunities, etc
• Maintain and generate reports from the volunteer database related to hours worked, applications in process/received, etc
• Direct prospective volunteers through the application process
• Help coordinate on the job training for volunteers
• Implement volunteer recognition events and run reports e.g., award milestone/birthdays, etc
• Communicate volunteer improvement suggestions to USO colleagues
• Submit Volunteer of the Quarter nominations
• May be required to operate a USO or personal motor vehicle
• Other duties as assigned, including backfilling for Center Operations Manager or other positions, as directed by senior leaders

• Overall responsibility for providing visitor and guests with a Center that is effective, inviting, safe, clean, well-maintained and ready-for-use
• Lead the planning, quality, and delivery of programs on and off of U.S. military installations
• Deliver services, equipment and events within budget limits
• Identify and implement operational and program improvements that achieve USO standards of excellence
• Act as a resource for USO Center staff and volunteers in the planning and execution of special and/or holiday events
• Review program and service needs
• Research and recommend new programs and services based on research
• Implement and oversee suggested and/or required changes
• Coach and mentor USO Center staff and oversee volunteers schedule, activities, recruitment, training and recognition
• Develop, improve and maintain working relationships with USO vendors and local contractors
• Create, maintain, communicate, and enforce adherence to Standard Operating Procedures to inform Centers procedures and activities, and the Emergency Preparedness Plan (EPP)
• Ensure that staff, volunteers, and vendors comply with the EPP, report damage, destruction or injury to the Center and its assets
• Conduct employee accountability checks
• Perform and monitor financial activities, including creating and executing operating budget, sales and/or other income, banking transactions
• Operates within budgetary guidelines
• Manage cash on hand and maintain inventory of supplies and assets
• Prepare, review and present reports, including financial, operational and statistical reports
• Communicate to internal and external parties, Center operations, programs, and activities
• Compile and prepare announcements, stories, and photos for publication and distribution across multiple media and social media channels
• Develop, improve and maintain working relationships with U.S. Military, local community leadership, partners and donors, and media representatives