Administrative and Communications Coordinator

The FEPPS Administrative and Communications Coordinator is a half-time position with the following roles:

• Serve as registrar support, with primary responsibility for student records
• Coordinate print and digital communication
• Support fund development and community outreach
• Provide administrative support and project management for office operations and special events

This role requires a self-motivated person with excellent interpersonal and organizational skills, with meticulous attention to detail and the ability to manage a fast-paced flow of tasks and information. The ideal candidate for this position will have a strong commitment to social justice and to providing academically rigorous educational opportunities to students with highly diverse academic backgrounds and learning styles.

FEPPS is a highly collaborative effort, and this person must enjoy working as a team. The Administrative Coordinator reports to the Executive Director. They collaborate closely with the Academic Program Manager, who oversees the college and pre-college coursework and study halls inside WCCW. All staff collaborate with the FEPPS Student Advisory Council which provides guidance, feedback, and co-leadership for the FEPPS program inside WCCW.

 Responsibilities

Serve as registrar support·      

• Track student transcript requests, and order transcripts for new and releasing students. Develop and maintain policies and procedures for transcript requests, release of information documentation, and transcript records.
• Verify high school diploma/GED and past college credits for prospective and incoming students.
• Work with Academic Program Manager to maintain complete and accurate student records, including student enrollment and course/credit completion record and expected release dates of students

Coordinate print, digital, and media communication

• Produce and/or oversee production of communications materials, such as annual report and general marketing materials.
• Prepare and send e-updates monthly and a paper newsletter twice per year.
• Oversee FEPPS social media presence.
• Maintain web site and update content as needed.
• Field media inquiries and coordinate response as appropriate with staff, board, former students, and volunteers.
• Track FEPPS media coverage.

Support the Executive Director with fund development and community outreach

• Work with Executive Director to assist with grant writing, reporting, and other fundraising correspondence
• Coordinate online giving campaigns such as GiveBig and Giving Tuesday
• Work with Executive Director to coordinate year-end giving appeal
• Enter donation and gift information into donor database
• Prepare and send donation thank-you notes, identifying those needing personalized thanks from Executive Director
• Prepare and send year-end donor gift summaries/acknowledgements
• Prepare materials and coordinate volunteers for community outreach and tabling events

Provide administrative support and project management for office operations and special events

• Check and process mail, voice mail, and messages to the general FEPPS email address
• Work with staff to maintain the donor/student database in Little Green Light, serving as the main person for constituent and student/course/professor records as well as reminding other staff to complete record notes.
• Support the annual FEPPS graduation, including invitations, RSVPs, print materials, photographer, musicians, and food.

Qualifications

• Deep commitment to social justice and to furthering the mission and growth of FEPPS.
• Commitment to collegiality, collaboration, and working in an organization in which the people served have shared leadership and decision-making.
• Capacity to work effectively, diplomatically, and sensitively with a wide range of constituents, partners, and stakeholders.
• Sensitivity to the particular circumstances and experiences of incarcerated and formerly incarcerated students, and ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Outstanding attention to detail.
• Self-motivated, with strong sense of personal responsibility and well-developed time management and planning skills. Ability to work independently and to manage multiple ongoing projects.
• Strong computer skills, ideally including:
• Solid proficiency with Microsoft Excel
• Proficiency or familiarity with Microsoft Word, Outlook, and Sharepoint
• Familiarity with Mailchimp or other comparable communication tools
• Familiarity with Squarespace or other comparable Web management tools
• Prior experience with customer or donor database programs highly desirable
• Knowledge of basic graphic design; familiarity with Canva desirable.
• At least two years of post-secondary education; or, an equivalent combination of education, training and work experience (which may include student experience).
• Must be able to visit Seattle office once per week; other work can be done remotely.
• Valid driver’s license and ability to travel occasionally between Seattle, Tacoma, and Gig Harbor.
• Occasional evening and weekend time may be required.
• Formerly incarcerated people encouraged to apply, with the understanding that this staff position must be able to work as a credentialed contractor inside WCCW.  This means that they must be off of state or federal correctional supervision for at least two years.  Additional restrictions related to conviction may apply. Please note that these restrictions are set by the Department of Corrections, not by FEPPS.