Operations & Administration Director

Reports to: Interim Executive Director

Position type: This is a full-time, 40 hours/week, exempt position.

Work environment: This position is based at our two facilities in the Capitol Hill neighborhood of Seattle. The Operations Director will work on site at least 4 days each week.

Supervisory role: Supervises and supports the work of the Accounts Manager.

Application deadline: Applications will be reviewed on a rolling basis, with priority given to applications received by May 31.

POSITION OVERVIEW:

Cooper House is seeking a highly motivated, organized, and experienced Operations & Administration Director. The Operations & Administration Director (OAD) will be a strategic thought-partner with the Executive Director and will collaborate closely with the Clinical Director and the Training & Consultation Director. The successful candidate will be a hands-on and participative team member and will provide leadership in the following areas: finance, business planning and budgeting, human resources, administration, IT, and facilities oversight.

Cooper House, founded in 2010 by a collection of psychotherapists, offers counseling, occupational therapy, and other support to young children and their caregivers. We also offer training and support for other professionals who work with young children, through our Facilitated Attuned Interactions trainings and Reflective Consultation work. Cooper House staff do home visits through our Fussy Baby program.

In the coming year, the organization will transition from a PLLC to a 501(c)(3) entity. The Operations & Administration Director will play a key role in this endeavor.

This is a unique opportunity to join a team of dedicated and caring professionals at an organization that is a regional leader in the field of infant and early childhood mental health.

PRIMARY RESPONSIBILITIES:

Financial Management

• Analyze and present financial reports for business owner in an accurate and timely manner; clearly communicate monthly and annual financial statements; oversee all financial, project/program and grants accounting.
• Coordinate and lead the annual audit process; assess and implement any changes necessary to ensure compliance and align with best practices.
• Oversee and lead annual budgeting and planning process in conjunction with the ED; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
• Propose and assist with implementing all necessary business policies and accounting practices; improve the finance department’s overall policy and procedure manual.
• Collaborate with contract bookkeeper regarding accounts payable.
• Collaborate with Cooper House’s Accounts Manager on accounts receivable and insurance payments.
• Assist with daily finance tasks, including deposits, tracking checks, and issuing reimbursements.

Human Resources

• Support all aspects of Cooper House’s human resources administration, ensuring compliance with laws and regulations, annual review of compensation and benefits, and other processes.
• Ensure that hiring and onboarding processes are consistent and streamlined.
• Provide training as needed to educate employees regarding staff tools, policies, and procedures.
• Lead payroll processes.
• Identify needs for HR contract support.

Facilities & Technology

• Oversee all aspects of facilities management for our two buildings (one with a historic landmark designation), including maintenance and cleaning, building security and other contractors.
• Oversee facility projects and progress and ensure compliance with City of Seattle regulations.
• Oversee IT systems and management; serve as primary contact with contract IT support vendor.
• Promote the adoption and implementation of new technologies that allow Cooper House employees to more efficiently perform their work.

Program Administrative Support

• Collaborate with Clinical Director and Training & Consultation Director to assess operations needs of Cooper House programs and services.
• Collaborate with Accounts Manager and clinical staff to maintain up-to-date knowledge of medical billing practices, HIPAA, and other compliance requirements.

GENERAL RESPONSIBILITIES:

• Collaborate with Cooper House employees to achieve the mission of the organization.
• Commit to eradicating all forms of oppression and their intersection in our relationships, work, and the systems we interact with.
• Participate in creating and maintaining a workplace that values diversity and does not discriminate in regard to race, color, age, religion, creed, gender, sexual orientation, national origin, marital status, the presence of any sensory, mental, or physical disability.
• Develop and maintain respectful rapport when interacting with clients, contractors, and other staff.
• Participate in weekly supervisory meetings and staff meetings with a collaborative attitude and self-reflective stance.
• Engage as an active member of the Cooper House team by responding to colleagues in a timely manner, pitching in to assist on tasks, giving and receiving feedback, engaging in difficult conversations to grow relationships and skills, and building a culture of appreciation and connection.
• Complete tasks in a timely and accurate manner to ensure daily operation of services.
• Perform other appropriate tasks related to your professional role as needed.

IDEAL EXPERIENCE, COMPETENCIES, & QUALITIES:

1. Appreciation of Cooper House’s mission.
2. At least 7 years of overall professional experience; ideally 5 or more years of broad financial, administrative, and/or operations management experience. Experience as a supervisor and manager, ideally of small operations teams.
3. The ideal candidate has experience of final responsibility for the quality and content of financial data, reporting and audit coordination for either a division or significant program area, and has preferably overseen aspects of human resources.
4. Ability to effectively collaborate with programmatic colleagues who do not necessarily have operations experience.
5. Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; knowledge of accounting and reporting software.
6. A successful track record in setting priorities; keen analytic, organization, and problem-solving skills which support and enable sound decision making.
7. Excellent communication and relationship-building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
8. A multi-tasker with the ability to wear many hats in a fast-paced environment.

HOURS/SCHEDULE:

This is a full-time (1.0 FTE), exempt position at 40 hours/week. The majority of the work will occur on-site in our office, with an opportunity to work remotely 1 day a week. Cooper House work hours are 8:00 AM-5:00 PM, Monday-Friday.

ENVIRONMENTAL CONSIDERATIONS:

Cooper House has two locations that are 167 ft apart. Both locations are in Capitol Hill, Seattle. There are sidewalks in front of both locations. One location has an elevator; the second location does not. The Operations & Administration Director needs to be able to access all areas of both buildings.

Occasionally, the Operations & Administration Director will need to ensure paper records and technology equipment weighing up to 50 pounds can be moved across two locations and between floors within each building.

Cooper House is committed to providing reasonable accommodations. Please contact the hiring manager for additional information and with questions regarding accommodations.

APPLICATION INSTRUCTIONS:

1. Submit your resume and a cover letter
2. to chris@chriscannonconsulting.com.
3. Title the subject line of your email with your name and the position you are applying for (i.e., Simone Jones - Operations & Administration Director).

MORE ABOUT COOPER HOUSE:

Mission

Our mission is to treat the social, emotional, and behavioral challenges of infancy and early childhood, and to support the caregiving relationships that are the foundation of early development. We are also committed to the goal of a robust, well-trained infant and early childhood workforce.

Values

• Fidelity – treating clients in clinically sound, empirically proven approaches.
• Collaboration – connecting with parents/guardians, colleagues, and community partners to provide holistic & informed care.
• Strengths – seeing children, families, and community providers as assets, we build on existing competencies.
• Reflection – attuning to ourselves and our clients continually by an ongoing process of consideration, mindfulness, study, and personal growth.
• Equity – increase the capacity of our people, practices, and policies so people get what they need to reach their full potential.

Diversity, Equity & Inclusion

At Cooper House, we are striving to ensure young children and the people who care for them can access support within a just and equitable community.

We are in the process of building a diverse and inclusive organization, putting our value of equity into action. In the spirit of transparency, Cooper House was founded by and is led by an interim Executive Director who are white women, and the field of Infant and Early Childhood Mental Health emerged within the institutions and culture of white supremacy. Diversifying and elevating the voices of staff, clients, and participants most impacted by oppression is critical to moving toward greater equity and requires staff with more privilege to hold humility and share power. The diversity of our team does not currently match the diversity of our clients, participants, and region that we serve, though we are making progress. In the past two years, the majority of new employees hired are people of color, and/or bilingual, or identify as LGBTQ.

People of color, people who are transgender, LGBTQ, or live with a disability are less likely to apply for jobs unless they believe they meet every single one of the qualifications. We strongly encourage you to apply, even if you don’t believe you meet every one of the qualifications. We are curious to learn about your transferrable skills from other fields of work.

Cooper House is an Equal Opportunity Employer.