Description
BACKGROUND
Discover Tulsa For You and Me: a collection of economic development programs building a vibrant and inclusive city through a booming economic landscape for Tulsa. We are forging strategic connections between talented professionals and innovative companies in future-focused industries such as advanced aerial mobility, energy tech, cybersecurity, and virtual health, among others. Operated under the stewardship of the George Kaiser Family Foundation (GKFF), affiliated programs include nationally recognized and innovative organizations like Tulsa Remote, Tulsa Innovation Labs, Build In Tulsa, Atlas School, Campus Tulsa, and Tulsa Service Year, among others.
PRIMARY PURPOSE AND FUNCTIONS
As a Business Operations Coordinator, you'll be an integral part of the operations team, supporting various functions crucial to our affiliate program’s success. This includes supporting business operations in areas such as Accounting & Finance, Systems & Technology Operations, and Administrative support for all affiliate programs. Reporting directly to the Director, Business Operations, you'll need to be driven and hard-working, thriving in a dynamic environment. Your excitement for collaborating with high-growth startups and organizations across diverse sectors is paramount. Additionally, you'll serve as an exemplar of inclusivity, equality, and equity, promoting these values across all your interactions internally and externally.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Support the Director, Business Operations in coordinating Accounting & Finance, Program Budgeting and Administrative functions.
FINANCIAL & VENDOR OPERATIONS:
- Processes expense reports, reimbursements, invoices, and other financial transactions in alignment with Finance guidelines.
- Monitor program spending activity to help identify patterns, flag items that may fall outside established guidelines, and surface trends or areas of consistency for Business Operations review.
- Coordinate vendor relationships and support the administration of contracts, supplier agreements, and independent contractor documentation across programs; maintain organized records and assist with vendor onboarding and communications.
- Support adherence to organizational policies, procedures, and operational best practices by maintaining workflow documentation, tracking required steps, and flagging inconsistencies or compliance needs.
OPERATIONS, ADMINISTRATION, & PROCESS IMPROVEMENT:
- Maintain organized physical and digital files, records, and internal knowledge resources to ensure accessibility and consistency, including ongoing upkeep of team folders, key documents, and the TFY Resource Hub.
- Coordinate scheduling and logistics for meetings, events, and travel on behalf of team leaders, including securing locations, preparing materials, communicating details to participants, and following up on action items as needed.
- Supports special projects and reporting as assigned by preparing materials, coordinating communications, and assisting with project-related tasks as needed.
- Collaborate closely with the Business Operations team, participate in cross-training across Business Operations areas, and flex to support ad hoc team needs as capacity allows.
- Coordinate and facilitate regular peer learning group meetings to support collaboration and knowledge sharing.
Other duties as assigned.
KNOWLEDGE, EXPERIENCE AND SKILL REQUIREMENTS
Knowledge & Experience
- Bachelor’s degree preferred, or equivalent professional experience in business operations, administrative coordination, finance, accounting, or a similarly fast-paced detail-oriented environment.
- 1–3 years of experience in an operations, administrative, office coordination, accounting, or business support role requiring strong organization, follow-through, and the ability to manage multiple moving pieces at once.
- Strong comfort working within business software platforms and learning new systems quickly; familiarity with tools such as Microsoft Office 365, Google Workspace, Slack, Asana, Adobe, and similar workplace systems expected.
- Familiarity with NetSuite or a similar accounting, purchasing, or business operations system is a plus.
Core Skills
Organization & Time Management
- Highly organized with the ability to manage multiple projects, deadlines, and detailed data with accuracy and minimal supervision
- Effectively uses time management tools such as calendars, to-do lists, etc.
Communication & Collaboration
- Strong communication skills with the ability to build and maintain positive relationships with internal and external stakeholders.
Problem Solving & Adaptability
- Proactive problem-solver with the ability to adapt to shifting priorities and navigate unexpected challenges.
Self-Motivation & Growth Mindset
- Demonstrate initiative, accountability, and commitment to continuous learning and to improve skills and techniques within the role.
Confidentiality & Professionalism
- Maintains a high level of discretion when handling sensitive information and interactions.
Physical Requirements:
- Ability to sit in front of a computer monitor for multiple hours at a time.
- Ability to lift and carry supplies and materials up to 25 lbs., as needed.
- Position continually requires the ability to talk and hear both in person and over the phone; ability to operate equipment, read, and use a keyboard.
- Ability to sit, walk, and stand for extended periods of time.
- Ability to travel for professional development, other learning opportunities, and in-person meetings.
Hours & Location:
- This is a full-time, in-person position.
- The candidate must live in, or relocate to, Tulsa, OK or surrounding area.
- This hybrid schedule requires a reliable internet connection and dedicated workspace in-home.
- This is a full-time position with an expectation of working up to 40 hours per week.
- A typical work week is Monday - Friday from 8:00 a.m. to 5:00 p.m.
Benefits and Compensation:
As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and 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.
- 401(k) 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 option to add supplemental life insurance.
