Operations and Administrative Specialist

Position:                     Operations and Administrative Specialist II – Technology & Membership Support

Reports to:                 Managing Director of Finance & Operations

Location:                    Work mostly from home or in Seattle workspace. Must be available to come to Seattle workspace approximately ½ day per week and attend occasional in-person meetings.

Classification:            Non-exempt

Compensation:          $33.52 - $36.81/hour DOE plus generous benefits:

• 35-hour work week
• Annual pay increases per salary structure
• 100% paid premiums for medical, dental, vision health insurance, 50% for dependents
• HRA reimbursement
• Student loan payment assistance (after 6 months)
• 100% paid long-term disability and life insurance
• Retirement contribution (after 6 months)
• 3 weeks annual vacation accrual with periodic increases, 14 paid holidays, sick leave
• Flexible, family-friendly work environment

Our mission is to mobilize our member programs and allies to end domestic violence through advocacy and action for social change. We provide visionary leadership, support member programs, and engage the public to play a role in ending domestic and sexual violence. Guided by our Theory of Change, we work to undo the root causes of violence, and build racial equity, economic justice, and gender and reproductive liberation to create a world where all people can live and love freely without fear. WSCADV organizes for strength and unity across a widely diverse membership in rural, urban, Tribal, BIPOC, and cultural communities. We take a team approach to share power and responsibility across staff positions.

This position will provide critical support for WSCADV’s day-to-day operations with a focus on:

• Basic IT support and technology systems implementation for staff and office operations;
• Back-end support for membership training webinars;
• Fund development and membership renewals back-end administrative and operational support and
• Constituent database and list management.

This is an internal office support position. It is a great job for someone who enjoys organizing data; logistics and timelines; working on IT functions and trouble-shooting routine tech problems; supporting co-workers and teams, and doing vital back-end work on fundraising and other nonprofit operations.

Primary Responsibilities:

1) IT support and technology implementation: Oversee IT functions for ~20-person staff on duties such as:

• “Own” technology solutions: plan; recommend periodic upgrades and purchases; conduct inventory; install (or locate and ensure vendor installation), maintain, and decommission hardware, software, cloud-based storage and network services, and office equipment;
• Serve as first point of contact for technology malfunctions: determine level of urgency and respond accordingly; escalate to external tech services provider when needed; and communicate updates to staff;
• Resolve routine office hardware, software, and equipment problems;
• Provide access to basic tutorials and training to co-workers as technology evolves (e.g., how to use office-wide software);

2) Membership training webinars logistics and support: Provide back-end production and logistical support to ensure smooth production for WSCADV training webinars. Typical tasks:

• Create publicity and online registration materials, and manage registration;
• Book interpreters;
• Provide IT support and serve as liaison for interpreters during launch of each webinar;
• Generate pre- and post-event participant lists, update attendance data in database, and compile evaluations;
• Reconcile payments;
• Communicate status of tasks with co-workers as needed, and work in partnership with training staff leads,

 3) Fund development support: Ensure accurate, timely administrative functions for fundraising, working closely with lead staff, with tasks including:

• Manage donor database, perform data entry, generate thank you letters, maintain files, conduct pledge reminders and fundraising queries, and reconcile with accounting team;
• Maintain giving avenues, such as workplace online giving accounts and data downloads, and online and “day of giving” platforms;
• Provide administrative support to the annual appeal, Board of Directors giving, and fundraising parties.

 4) Membership support: Support for membership application and renewal process, and newsletter, with tasks including:

• Administer annual online membership renewals process;
• Data entry to update membership accounts and run regular reports;
• Keep email distribution lists updated across internal database and CRM system;
• Lay-out and produce monthly e-newsletter with content provided by staff;

5) Teamwork and other general WSCADV staff member duties:

• Work closely and effectively with the Admin team, program staff, and member programs.
• Perform other general WSCADV staff duties related to annual conference, annual fundraising event, advocacy days, regular in-person staff meetings and gatherings, and other duties as assigned. Occasional travel within WA state is required (e.g. to annual conference location).
• Participate in domestic violence, multicultural, and anti-oppression activities and trainings and perform all work in a culturally responsive manner consistent with WSCADV’s mission, Theory of Change and Principles of Unity.

Qualifications

Desired Knowledge, Skills and Abilities:

• Ability to anticipate technology problems that are likely to occur at a small nonprofit and make plans to mitigate them.
• Ability to maintain a calm, friendly, and efficient approach to working with diverse coworkers who have a range of communication styles and tech skill levels in a highly interactive and productive work environment, especially when troubleshooting tech issues.
• Self-starter with strong ability to plan, independently manage workload, and complete tasks with minimal supervision.
• Adept at prioritizing multiple and competing requests for help.
• Ability to work independently and in an interactive, productive team environment.
• Flexible with ability to learn and adapt to ongoing changes in work duties, processes and technologies in a rapidly evolving nonprofit.
• Commitment to advancing WSCADV’s mission, Theory of Change, and Principles of Unity, including undoing racism, sexism, and other forms of oppression.

Required Qualifications:

• Minimum three (3) years of experience providing administrative/office and/or tech support
• Detail-oriented, good organizational skills, methodical
• Technology:
• Proficiency with: Microsoft Office products including Office 365, Zoom platform, basic office equipment and hardware functionality (e.g., laptops, monitors, docking stations, and accessories);
• Proficiency or demonstrated ability to quickly gain proficiency in: Mailjet or similar email communication platforms, fundraising and/or CRM databases, Asana or other project management software, Adobe Acrobat, and similar software applications;
• Working knowledge and high degree of comfort with hardware and software used in a business setting. Ability to keep up to date with developments in office technology and help co-workers learn as well.

Preferred Qualifications:

• Experience providing tech support for ordinary office equipment and applications/software.
• Experience with fundraising support or database maintenance at nonprofits or Tribal social service agencies.
• Spanish, ASL, or other oral and written proficiency in languages common to Washington state is a plus.

Valid driver’s license and/or ability to travel periodically (e.g., to staff meetings) plus occasional overnight travel is required (e.g., for annual conference). Proof of COVID vaccination is required.

• 35-hour work week
• Annual pay increases per salary structure
• 100% paid premiums for medical, dental, vision health insurance, 50% for dependents
• HRA reimbursement
• Student loan payment assistance (after 6 months)
• 100% paid long-term disability and life insurance
• Retirement contribution (after 6 months)
• 3 weeks annual vacation accrual with periodic increases, 14 paid holidays, sick leave
• Flexible, family-friendly work environment

*How to Apply*: Please submit the following package at the link below:

• A cover letter summarizing your interest in and relevant experience for this position.
• Answer the question: “What are some ways you’ve communicated with and supported colleagues to adapt to new office technology?” (2-3 sentences)
• Your resume. Please list your technical proficiency (high, medium, low) with the technologies listed above.

Applications will be considered on a rolling basis. Submit your application by Wednesday, June 5 to be considered in the first screening. Position open until filled. Anticipated start is mid-July. No calls or emails, please.

People with lived experience of domestic violence and from historically marginalized communities are encouraged to apply. The Washington State Coalition Against Domestic Violence is an Equal Opportunity Employer and does not discriminate on the basis of race, color, sex, marital status, sexual orientation, gender presentation, political ideology, age, creed, religion, ancestry, national origin, veteran status, and the presence of any sensory, mental or physical disability in employment, volunteer opportunities or services rendered.