Operations Specialist

Denver Botanic Gardens, a leading public botanical garden in Denver founded in 1951, is seeking a full-time Operations Specialist. This role serves as a customer-oriented liaison across departments to coordinate Operations workflows, work orders, vendors/contractors, meetings, and administrative/financial tracking to support an excellent visitor and staff experience.

• Serve as the primary point of contact for Operations work orders, work requests, and operations assistance for facilities and event-related issues across the organization.
• Coordinate and track work orders (including Jira work orders) and collaborate with Associate Directors to manage priorities and workflows.
• Support staff with ordering supplies, parts, and materials; coordinate department-wide efforts with many interrelated details.
• Handle departmental scheduling, including reserving rooms, organizing meeting logistics, and scheduling internal and external meetings.
• Confirm and maintain meeting schedules for staff meetings, trainings, and cross-department meetings; assist with agendas, attendance, and follow-up.
• Attend meetings on behalf of Operations leaders and make limited decisions based on leadership guidance.
• Coordinate scheduling and workflow for contractors and vendors; schedule walkthroughs and meetings as requested.
• Assist as needed with event operational support such as set-ups and check-in/check-out coordination for caterers or event staff.
• Collect and compile financial/statistical data; code invoices and purchase card transactions; process and track purchase orders; resolve accounting issues.
• Track departmental expenditures, support invoice processing, and assist with creation of the annual Operations budget.
• Maintain and update department calendars and databases.
• Program and issue keys and access cards for new hires.
• Coordinate prevailing wage processes with vendors/contractors and the City and County of Denver audit office; track Certificates of Insurance.
• Maintain the Operations Director’s calendar, arrange appointments and conferences, and record minutes for committee/senior staff meetings.
• Gather records, reports, and correspondence to anticipate leadership needs while maintaining confidentiality.

• High school diploma/GED and/or equivalent combination of education and experience.
• Minimum 5 years of experience in a professional office setting (non-profit experience is a plus).
• Minimum 3 years of general office experience including scheduling, working with vendors, facilitating work across multiple departments/teammates, and working with the public.
• Prior experience with event coordination is desired.
• Excellent written and verbal communication skills and strong customer service/interpersonal skills.
• Demonstrated sound judgment and decision-making in an administrative setting; ability to maintain confidentiality.
• Ability to stay stable under pressure, manage stressful situations, and adapt plans throughout the day.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Commitment to safe work practices and representing the organization positively internally and externally.

• Full-time position.
• Flexible schedule required, including potential evenings, weekends, and/or holidays; overtime as necessary.
• Regular attendance at the worksite may be required; remote work eligibility requires good performance standing and is at management discretion.
• Up to 10% travel required, including to remote/other Garden locations with varying environments.
• Benefits for eligible employees include medical, dental, vision, life insurance; FSA and HSA; short-term and long-term disability; Employee Assistance Program (EAP); paid holidays, vacation, and sick time; retirement savings plan with 6% company contribution after one year; RTD ECO pass; complimentary Gardens membership; access to education classes and summer concert tickets.