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Operations Coordinator

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Published 28 days ago

Open arms is looking for a full-time Operations Coordinator who is passionate about working behind the scenes of a growing agency, who finds joy in organization, and who is a natural troubleshooter. The Operations Coordinator will join the Operations team to provide daily direct support to the Operations Manager and Managing Director. The Coordinator will also regularly interface with staff and contractors across the organization to support their daily work activities. Strong proficiency with technology and cloud-based systems is required to support our highly mobile team and our current remote work environment. Flexibility is extremely important for this role at Open Arms, which is a growing and changing organization centered on birthwork and supporting families. 

Note about COVID-19 work environment: Since March 2020, Open Arms quickly adjusted to a remote-work model for all office support staff and an adapted visit model for home-visiting doulas. We are keeping a remote-work schedule until further notice and the leadership team is carefully evaluating options for a safe reopening with input from staff. Meetings are all conducted virtually and some of the responsibilities outlined below will be put on hold or modified while we continue working remotely. Birth support still continues to happen in person and there have been adjustments made for safe, in-person client visits. Open Arms will provide you with the technology and equipment you need to be able to work comfortably and safely from home. We have also encouraged staff to flex their schedules to accommodate for children being at home because of COVID-related impacts, and we support adjustments that parents need to make to juggle this complicated time. Feel free to discuss any concerns you have during the interview process.   

Birthwork in addition to this position: Open Arms deeply appreciates the skill and experience that birthworkers bring to our world. Based on the demands and requirements of this particular position, if the applicant is interested in taking on any births for Open Arms clients, the applicant can only take on one (1) Open Arms birth per year. Being an active or current doula is not a requirement of the position.

 

Facility, Equipment & Supplies (25%)

  • During Open Arms’ all-remote work environment: Maintain a regular schedule of in-office work days – approximately 2-3 full days per week (times and days can be discussed; must be a set, recurring schedule). Remaining days can be worked remotely.
  • Includes but not limited to checking & distributing mail, tidying up offices, picking up/dropping off/organizing supplies, helping to direct visitors, IT troubleshooting, arranging in-kind donation acceptance, facility improvement.
  • When our facility reopens, greet and direct Open Arms visitors during regular office hours – approximately Mondays through Fridays, 9am-5pm.
  • Maintain a safe, clean, efficient, and welcoming atmosphere for staff, clients, and visitors by helping with facility-related improvements, conducting regular light cleaning/tidying up, maintaining facility signage and furnishings, and coordinating any maintenance work with El Centro de la Raza.
  • Proactively order, replenish, and organize supplies. Occasional local delivery or mailing to team members working offsite.
  • Purchase, set up, and maintain office equipment, computers, and devices by working with vendors.
  • Provide support for meetings – scheduling and room reservation, technology set up, supply set up, etc.
  • Maintain the reservation system for Open Arms' shared resources (spaces, equipment, etc)

Human Resources & IT (25%)

  • Be an on-site point person for vendors who provide IT support, phone system support, and equipment maintenance.
  • Coordinate org-wide activities such as updating meeting agendas, assistance with light scheduling, arranging employee celebrations, etc.
  • Coordinate technology and equipment (laptops, phones, mobile hotspots, etc), which includes tracking inventory and coordinating repairs and new orders
  • Update and maintain organization internal file sharing sites (SharePoint)
  • Assist with day-to-day HR tasks and maintain files and records. For hiring, onboarding, exiting, and changes - prepare, route, and file forms in a timely manner.
  • Assist with gathering and filing necessary documentation for employees and contractors.

 

Operations & Finance (20-25%)

  • Be a resource for general operations questions (e.g., troubleshooting computing and office equipment issues, facility related issues, supply questions, etc.) and connect staff with the appropriate resources.
  • Process incoming and outgoing mail in a timely manner
  • Support the finance process by generating deposit logs, submitting invoices, and generating monthly invoices and expense reports.
  • Process annual business renewals including licenses, permits, and insurance.
  • Maintain documentation for workplace procedures and safety and emergency protocol.
  • Manage and upkeep office file systems.

 

General Program Support (25-30%)

  • Greet and direct visitors and client families
  • Assist the Family Support Services and communication team in refreshing printed materials and resources that are posted and available in our offices, and sent to partner organizations.
  • Assist with essential baby items including but not limited to local deliveries and pick ups, storage, inventory, and pick up from our partner sites (Westside Baby, etc)
  • Maintain offsite storage system, which includes updating the office equipment inventory tracker and essential baby items inventory tracker
  • These tasks require lifting and moving of boxes and items (less than 50lbs) as well as driving and transporting of items

 

Required Qualifications:

  • Passion for and successful work experience in operations or an administrative capacity
  • Comfort and confident with technology - applicant does not have to be an expert but should know the basics of Microsoft Office products, cloud-based file systems like Office 365 or Google apps, and video conferencing. Applicant should be willing to learn and grow with these tools. Applicant should also be comfortable working with staff and vendors on troubleshooting IT issues.
  •  Effective oral and written communication skills
  • Strong interpersonal skills - friendly and welcoming; able to work collaboratively with colleagues from diverse backgrounds; show patience and support when assisting others
  • Regular access to reliable transportation needed
  • Ability to lift office supplies / boxes approximately weighing 50lbs or less.
  • Demonstrates self-direction by effectively managing time and projects, staying organized and following through on projects and tasks, and meeting or exceeding deadlines
  • Actively learns on the job through exposure to new challenges, training opportunities, and learning from others
  • Aptitude for solving problems with creativity and resourcefulness
  • Proactive, highly organized, and attentive to details
  • Able to follow routine processes and procedures
  • Ability to maintain confidentiality
  • Approach work with a flexible nature - comfortable with change and able to adjust priorities to meet immediate needs as they arise
  • Passion for and commitment to the mission of Open Arms including commitment to anti-oppression and de-colonization work with a focus on racial equity and reproductive justice, specific to birth justice.
  • Background and professional reference check required

 

Mental and Physical Requirements

The physical/mental demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.  

Mental Requirements: 

This position continuously requires interpersonal skills, teamwork, customer service, use of discretion, performing basic math, independent judgment and/or independent action, and reading, writing, speaking, and understanding English. Frequently requires decision-making and problem analysis. The position occasionally requires creativity. Attention to detail also required. This position includes a high amount of desk work, sitting, filing, phone and computer screen time in an open office work environment.

Physical Requirements:

This position continuously requires sitting, hearing (using assistive devices if needed), and repetitive motion of the hands/wrists, as well as lifting office supplies / boxes approximately weighing 50lbs or less. Open Arms is housed in a wheelchair accessible, scented building, with wheelchair accessible bathrooms. Access to reliable transportation will be required for travel to work. We have an open-office work environment and working conditions include normal office work primarily based at our Seattle locations on Beacon Hill and in South Seattle.

Open arms is looking for a full-time Operations Coordinator who is passionate about working behind the scenes of a growing agency, who finds joy in organization, and who is a natural troubleshooter. The Operations Coordinator will join the…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 18, 2021
  • Application Deadline
    August 2, 2021

Salary

$50,000 - $50,000This is a full-time 40-hour-per-week, non-exempt position with an hourly rate of $24 per hour (equivalent to $50,000 annually).

Benefits

  • Benefits: paid health, vision, and disability insurance, generous paid time off and paid holidays, and professional development opportunities. Option to contribute to a 401k, flexible spending and dependent care expenses account, and supplemental insurance. We provide additional mileage reimbursement for work travel. We also provide a stipend to cover remote work costs and self- or dependent-care support.
  • Flexible and family-friendly environment: Because of our mission and the services we provide, Open Arms is proud and committed to being a family-friendly workplace. We offer flexible work schedules with remote work being part of the usual weekly schedule for almost all staff. We also offer generous PTO for self and family care to staff who work more than 20 hours per week. Children of any age are welcome in our office, and many staff bring their children to the office on a regular or as-needed basis (Children are not allowed at home visits or hospital/clinic visits). We have an onsite lactation lounge and encourage breastfeeding in the workplace.
  • Supportive and inclusive workplace culture: We have an informal workplace culture, and staff develop strong, supportive connections with each other. We are proud of our extremely diverse staff in all demographic areas, which creates a very rich and inclusionary organizational culture.
  • Commitment to equity: Open Arms is an affirming, positive, diverse work environment. Open Arms provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. We strongly encourage applications from people of color and other historically underrepresented and marginalized groups.
  • Benefits: paid health, vision, and disability insurance, generous paid time off and paid holidays, and professional development opportunities. Option to contribute to a 401k…

Location

On-site
2524 16th Ave S, Seattle, WA 98144, USA
#207

How to Apply

Send a resume and cover letter to hr@openarmsps.org with “Operations Coordinator” in the subject line by August 2, 2021. No phone calls or paper submissions please.

Send a resume and cover letter to hr@openarmsps.org with “Operations Coordinator” in the subject line by August 2, 2021. No phone calls or paper submissions please.

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