Business Operations & AI Specialist

Business Operations & AI Specialist

Location: 351 Kellogg Blvd, St. Paul, MN

Position Title: Business Operations & AI Specialist

Department: Business Operations / Administration

Salary: Based on Experience

Position Summary

The Business Operations & AI Specialist is responsible for managing, organizing, and improving the company's business processes, forms, documentation, and administrative workflows. This position will identify opportunities to improve operational efficiency, implement innovative technology solutions, and leverage Artificial Intelligence (AI) tools to streamline daily operations.

The ideal candidate is highly organized, detail-oriented, technologically savvy, and comfortable identifying ways to improve existing processes. This individual will play an important role in helping the company operate more efficiently through process improvement, workflow development, automation, and the effective use of AI technology.

Key Responsibilities

1. Forms & Documentation Management

• Manage, organize, and maintain company forms, templates, and business documentation.
• Create, update, and standardize forms and procedures.
• Ensure documents and processes are accurate, accessible, and up to date.
• Maintain organized electronic filing systems and documentation libraries.

2. Business Process & Workflow Management

• Develop, document, and maintain business processes and workflows.
• Review existing procedures and identify areas for improvement.
• Create standardized processes to improve consistency and accountability.
• Work with departments to understand operational needs and improve processes.
• Monitor workflows to ensure processes are efficient and effective.

3. Process Improvement & Operational Efficiency

• Identify opportunities to eliminate unnecessary steps and reduce administrative work.
• Recommend solutions to improve productivity and operational efficiency.
• Evaluate existing systems and procedures for potential improvements.
• Help implement new processes and monitor their effectiveness.

4. Artificial Intelligence (AI) Implementation

• Research, identify, and implement AI tools that support business operations.
• Utilize AI to improve productivity, accuracy, and efficiency.
• Identify opportunities to incorporate AI into administrative and operational workflows.
• Develop AI-assisted solutions for documentation, communication, reporting, and routine business tasks.
• Help establish guidelines and best practices for responsible AI use.

5. Automation & Technology

• Identify repetitive administrative tasks that can be automated.
• Assist in implementing automation tools and technology solutions.
• Streamline data entry, document creation, reporting, and other routine processes.
• Help integrate technology into existing business operations.
• Provide support and guidance to employees adopting new tools and systems.

6. Training & Organizational Support

• Assist employees with understanding and adopting new processes and technology.
• Create instructions, process guides, and training documentation.
• Communicate process changes and improvements across departments.
• Support ongoing technology adoption and operational development.

Qualifications & Skills

• Experience in business operations, administration, process management, or a related field.
• Strong organizational and project management skills.
• Experience creating and managing forms, documentation, and workflows.
• Knowledge of AI tools and their practical business applications.
• Ability to identify opportunities for automation and process improvement.
• Strong computer and technology skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and manage multiple projects.

Preferred Experience

• Experience using AI platforms such as ChatGPT, Microsoft Copilot, or similar tools.
• Familiarity with workflow automation and business process tools.
• Experience with Microsoft Office, SharePoint, Microsoft Forms, or similar platforms.
• Experience developing standard operating procedures (SOPs).

• Knowledge of digital document management and electronic forms.

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What Success Looks Like

The successful candidate will help create a more organized, efficient, and technology-driven workplace by:

• Establishing consistent and organized company forms and documentation.
• Improving and standardizing business processes.
• Reducing repetitive administrative tasks through automation.
• Finding practical ways to use AI to save time and improve productivity.
• Helping employees adopt new technology and workflows.
• Creating processes that support the company's continued growth.

Overall Goal: To improve how the company operates by combining strong business process management, organization, technology, and AI-driven solutions.