Compliance and Operations Specialist (41166)

Job Summary

The Compliance and Operations Specialist provides administrative, marketing, and operational support for compliance training, learning systems, facility rentals, customer engagement, and reporting. This role coordinates records, communications, logistics, promotional activities, and day-to-day processes to ensure efficient operations and positive experience for employees and customers.

Emmaus Core Values

Core Values: Customer Centered, Integrity, Initiative, and Collaboration.

All employees are expected to advocate for the best interest of Emmaus clients and demonstrate Emmaus’ Core Values in all aspects of their job.

Key Responsibilities

Training Compliance Facilitation and Administration

• Facilitate compliance training for employees and customers.
• Track and monitor employee compliance training, certifications, attendance, completion, expiration, and recertification requirements, maintaining accurate learning system records & generating related reports.
• Coordinate compliance and training operations across teams, using influence without direct authority to align stakeholders, maintain efficient workflows, and drive process improvements.

Learning Lab and Training Center Operations

• Maintain learning lab inventory, supplies, equipment, and instructional materials.
• Develop and maintain a Learning Lab event and promotional "go kit" for outreach activities. 
• Coordinate internal and external facility rental agreements and associated documentation.
• Serve as the primary point of contact for rental inquiries via phone, email, and in-person interactions.
• Prepare welcome packets and support materials for external facility users.
• Manage all aspects of facility readiness and day-of-event operations, including room cleanliness and setup, building access and security, HVAC, technology, and timely resolution of operational issues.
• Communicate rental schedules and facility usage information to internal stakeholders.
• Take photos of events, facility setups, and training activities for promotional and operational purposes.

Marketing, CRM, and Business Development Support

• Collaborate with marketing teams to update and maintain training brochures, promotional materials, short videos, and program information.
• Ensure training courses and offerings are accurately maintained within CVENT and reflected on organizational websites.
• Support the implementation, maintenance, & utilization of customer relationship management (CRM) systems.
• Track leads, customer interactions, training participation, and sales activity through CRM tools.
• Monitor and report on marketing, social media, and advertising performance metrics.
• Attend and represent the organization at community outreach, networking, recruiting, and promotional events, including occasional evening and weekend activities.
• Manage invoicing, billing, expense coding, revenue tracking, reimbursement documentation, and related reporting processes, ensuring accurate financial records and the timely preparation of operational, grant, utilization, compliance, and service impact reports.

Administrative and Process Improvement

• Develop, update, and maintain standardized templates, including letters, communications, rental agreements, welcome packets, and operational forms.
• Maintain accurate electronic and physical records in accordance with organizational policies.
• Identify opportunities to improve administrative efficiency, customer experience, compliance tracking, and operational workflows.
• Support special projects and perform other duties as assigned.

Standard - Demands of the Job

• Operate standard office equipment including but not limited to a laptop, cell phone, fax machine, printer, and copier.
• Work independently.
• Multiple and competing deadlines and priorities
• Appropriately and effectively assist individuals during crisis or emergency situations.
• Perform detailed data collection, recording and reporting in handwriting and typing.
• Complete required training as defined in the Emmaus Employee Training Curriculum, within the Emmaus timeline including but not limited to successful completion of annual Emmaus training or other job-related training.

Job Requirements/Desired Education and/or Experience

• High school diploma or equivalent required.
• Minimum two years of administrative assistant or coordinator experience in operations, training administration, compliance support, customer service or project management required.
• Strong customer service, communication, organization, problem-solving, & follow-through skills required.
• Intermediate skills in MS Office Suite required.
• Ability to work on-site in St. Charles 5 days a week required.
• Occasional weekend or evening work required.
• Exceptional facilitation or public speaking skills required.
• Experience creating or helping to create marketing materials using Canva preferred.
• Experience coordinating training, events, facilities, customer services, or business operations preferred.
• Experience using social media websites is preferred.
• Experience utilizing customer relationship management platforms is preferred.
• Previous experience delivering instructor-led training in classroom or group environment is preferred.