SOAR Office & Operations Manager

Job Title: SOAR Office & Operations Manager
Organization: Shaping Our Appalachian Region (SOAR)
Project: EKY Runway Project – Management, Equity and Governance (MEG)
Position Type: Full-Time, Exempt
Location: Office location is Whitesburg, KY, focused counties include Bell, Floyd, Harlan, Johnson, Knott, Knox, Leslie, Letcher, Magoffin, Martin, Perry, and Pike counties 
Reports To: Chief Program Officer
Position Summary:
Shaping Our Appalachian Region (SOAR) is hiring a full-time Office & Operations Manager for its Eastern Kentucky Runway Project, which connects prime-age employment gap (PAEG) individuals to employment opportunities. This role will be responsible for overseeing satellite office space where project services will be delivered while providing administrative, reporting, and operational support to project leadership.
Office space will be in Whitesburg. Priority will be given to applicants residing within close proximity to this location
This role will be in-office five days per week.
Duties and Responsibilities:
Facilities Management
•    Ensure the smooth operation and maintenance of the office space, creating a welcoming and supportive environment for clients.
•    Coordinate with project leadership to address facility-related issues promptly and efficiently.
•    Maintain a clean and organized workspace that promotes productivity and professionalism.
•    Assist with office logistics, vendor coordination, and facility needs as required.
Client Services
•    Serve as the primary point of contact for clients entering the facility.
•    Coordinate client appointments and meetings with staff and external partners, ensuring efficient scheduling and communication.
•    Provide a welcoming environment and assist participants in accessing available services and resources.
•    Respond professionally to inquiries from clients, partners, and community stakeholders.
Program Support
•    Assist with the implementation of workshops, training sessions, and events designed to enhance clients' employability and skills.
•    Support staff with participant engagement, event logistics, outreach activities, and community engagement efforts.
•    Assist with participant documentation and follow-up activities as assigned.
•    Coordinate meeting and training logistics, including scheduling, materials preparation, and attendance tracking.
Administrative Duties
•    Manage office administrative tasks, including answering phones, responding to emails, and processing paperwork.
•    Maintain client databases and records, ensuring confidentiality and accuracy at all times.
•    Assist with procurement of office supplies and equipment as needed.
•    Maintain electronic and physical filing systems.
•    Prepare routine correspondence, reports, and administrative documents.
•    Assist with scheduling, travel arrangements, and meeting coordination for project staff as needed.
Team Collaboration
•    Work collaboratively with program staff, volunteers, and external partners to ensure seamless service delivery and coordination.
•    Participate in staff meetings, trainings, and planning sessions to contribute ideas and feedback for program improvement.
•    Foster a positive and inclusive work environment that values diversity, equity, and mutual respect.

Compliance and Reporting Support
•    Assist project leadership with maintaining documentation required for grant compliance and reporting.
•    Support collection, organization, and maintenance of participant and program data.
•    Maintain records in accordance with organizational policies, grant requirements, and applicable regulations.
•    Track reporting deadlines and assist with compiling documentation needed for internal and external reports.
•    Support preparation for monitoring visits, audits, and compliance reviews.
•     Assist with data quality assurance and documentation accuracy efforts.
•    Help maintain organized grant files and supporting documentation for project activities and outcomes.
Organizational Administrative Support
•    Provide administrative support to project leadership and SOAR staff as assigned.
•    Coordinate internal meetings and maintain meeting materials and documentation when needed.
•    Assist with document management, record retention, and organizational filing systems.
•    Support onboarding and administrative processes for staff, contractors, and partners as assigned.
•    Assist with special projects that support SOAR's mission and strategic initiatives.
•    Perform other duties as assigned to support project and organizational success.
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Expectations
•    Strong interpersonal and communication skills, with the ability to build rapport and trust with clients from diverse backgrounds.
•    Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.
•    Strong computer skills, including proficiency with Microsoft Office and database management systems.
•    Ability to maintain confidential information and records.
•    Compassionate, empathetic, and nonjudgmental approach to supporting individuals facing barriers to employment.
•    Regular and reliable attendance required.
•    Ability to function well in a high-paced and at times stressful environment.
•    Ability to work independently and collaboratively within a team environment.
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Physical Requirements
•    Must be able to handle prolonged periods of sitting at a desk or standing at an event.
•    Must be able to lift up to 15 pounds at a time when necessary.
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Culture and Core Values
SOAR's mission is simple: empower every Eastern Kentuckian to economic self-sufficiency through meaningful employment.
Our team culture is anchored by putting the interests of Eastern Kentucky first in all that we do. We believe treating others the way we want to be treated is always within our control. Our core values include faith, selflessness, grit, integrity, and empathy. We do our best to exemplify these daily in our interactions with each other and with external partners.
SOAR is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

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