Veteran Operations Specialist

Purpose of Position: Northeast Florida is home to more than 425,000 active-duty servicemembers, veterans, and their families. While numerous resources exist to support the veteran community, navigating available services and maintaining effective program operations require strong coordination, organization, and administrative support. Mission United is committed to connecting veterans and their families with the resources, benefits, and community partnerships that promote long-term stability and successful transition to civilian life. The Veteran Operations Specialist serves as the frontline operations professional and initial point of contact within Mission United, providing administrative, operational, and programmatic support that enables the efficient delivery of services to veterans, servicemembers, and their families.

Responsibilities

Serve as the primary intake coordinator for all veteran service requests across the Mission United service area; Coordinate daily program operations by accomplishing assigned deliverables, adhering to established deadlines, and managing shared communication platforms, referral portals, and operational workflows; Maintain organized, audit-ready administrative systems, including digital files, grant documentation, standard operating procedures, resource directories, templates, and operational records; Create, update, and maintain standardized intake forms, workflows, checklists, templates, resource directories, and other operational tools; Coordinate meetings, manage calendars, prepare agendas, arrange logistics, and provide administrative support; Draft, format, and distribute professional correspondence, meeting summaries, reports, and other program-related communications; Support onboarding activities for new team members; Maintain accurate, timely, and complete program documentation in accordance with organizational policies, grant requirements, and applicable confidentiality standards; Track, verify, and follow up on required participant documentation, eligibility records, vendor forms, signatures, and other compliance-related requirements; Enter and maintain accurate program data within designated systems and operational dashboards; Support narrative, operational, and performance reporting for federal, state, local, and privately funded grant programs; Assist with financial documentation, vendor payment support, grant expenditure tracking, and other administrative processes; Collaborate with Mission United staff and cross-functional departments; Build and maintain positive working relationships with internal staff, community partners, vendors, and external stakeholders; Participate in cross-department training, process improvement initiatives, and collaborative efforts; Support Mission United outreach activities, community events, and partner engagement efforts; Maintain knowledge of Mission United operations, organizational policies, community resources, applicable grant requirements, and administrative best practices; Demonstrate professionalism, sound judgment, accountability, and exceptional customer service; Perform additional duties and responsibilities as assigned

Requirements

High school diploma or equivalent required; 1 - 2 years of experience; English; Knowledge of administrative and operational best practices, including records management, document control, scheduling, and organizational systems; Knowledge of Microsoft Office applications and ability to learn and utilize electronic databases, case management systems, and reporting platforms; Exceptional organizational skills with a high degree of accuracy and attention to detail; Ability to effectively manage multiple priorities, deadlines, and competing assignments in a fast-paced environment; Strong written, verbal, and interpersonal communication skills; Ability to establish and maintain productive working relationships with internal staff, community partners, vendors, and external stakeholders; Strong critical thinking, problem-solving, and sound decision-making skills; Demonstrated proficiency using Microsoft Office applications and other technology platforms; Ability to work independently while contributing to a collaborative, team-oriented environment; Ability to pass and maintain a Level II background screening; Successful completion of a pre-employment drug screening; Valid driver's license, reliable transportation, and current automobile insurance if driving on behalf of United Way of Northeast Florida; Ability to maintain reliable high-speed internet service sufficient to perform job responsibilities in a hybrid or remote work environment; Flexibility to work occasional evenings or weekends in support of community events, trainings, or organizational initiatives, as needed

Nice to have

Associate's or Bachelor's degree in Business Administration, Public Administration, Human Services, Social Work, Communications, or a related field preferred; Experience providing administrative, operational, program coordination, or project support in a nonprofit, healthcare, government, military, or human services environment preferred; Experience supporting grant-funded programs, contract administration, or compliance-related activities preferred; Familiarity with grant-funded programs, documentation standards, and confidentiality requirements preferred; Knowledge of Veterans Administration (VA) programs, military culture, or community resources serving veterans is desirable