Systems & Operations Coordinator

Essential Duties & Responsibilities

Administrative & Office Support

• Provide in-office IT support (including troubleshooting issues with printers, room booking, Wi-Fi, video conferencing) and coordinate with Panorama's relevant external vendors as needed
• Serve as point of contact for staff questions related to office technology, escalating to Senior Systems & Operations Coordinator or Interplay accordingly
• Coordinate onboarding logistics for new Seattle-based staff, including workspace setup, building access, and office orientation
• Manage the distribution and collection of keys and keycards to Seattle-based and visiting staff
• Contribute to a tidy and welcoming workplace by helping to maintain common spaces
• Support coordination of in-office events
• Serve as backup to the Office and Administrative Assistant and Executive Assistant when they are out of office
• Support ongoing office operations and space readiness, including coordinating with facilities and vendors, tracking office assets and equipment, and helping resolve lingering workspace, technology, or setup needs related to Panorama's office transition.
• Serve as back-up for collecting and depositing checks when Senior Systems & Operations Coordinator is out of office

IT & Systems Support

• Act as the first point of contact for systems support requests from internal and external staff, including fiscally sponsored project employees
• Support software license billing and ensure accurate allocation of expenses across program budgets and update software and hardware inventories
• Serve as an administrative backup to the Senior Systems & Operations Coordinator when they are out of office
• Coordinate closely with external IT service provider to escalate and resolve technical issues
• Provide systems, security, and technology support to fiscally sponsored projects, as needed
• Support administration of subscriptions for staff and partners
• Support knowledge management and governance practices, including updates to Panorama's Intranet and maintenance of Panorama's Resource Portal, an external hub for fiscally sponsored partners
• Support with security awareness monitoring and work with internal teams and external partners to support a secure operating environment
• Draft and maintain regular documentation of systems, processes, and training guides
• Coordinate with the People & Culture team and Panorama's external IT service provider to collect and distribute equipment during employee on- and offboarding
• In coordination with the Associate Director, Business Systems & Operations and Senior Systems and Operations Coordinator, support the scoping and implementing new systems, including research, coordination and project management

Desired Qualifications and Skills

• Bachelor's degree and a minimum of three years of relevant experience in operations, IT, customer service, project management, or related field
• Interest in business operations, process improvements, troubleshooting, as well as software applications and systems used by non-profits
• Passion for non-profit operations and mission-driven work
• Strong working knowledge of Microsoft 365, Salesforce (or similar CRM), and Asana (or similar task/project management application)
• Ability to remain calm under pressure
• Strong customer service mindset, with the ability to respond thoughtfully and professionally to day-to-day operational and systems related questions from internal staff and external partners
• Ability to take initiative, problem-solve and work both independently and in a collaborative environment
• Experience balancing competing priorities, adapting to changing deadlines, and identifying when to escalate an issue
• Ability to work directly with staff and translate technical terminology into simple language
• Able to work in a dynamic environment, while maintaining close attention to detail and striving to build efficiencies
• Interest in continuous learning both in personal and professional growth with a commitment to diversity, equity, and inclusion
• Demonstrated passion for social impact issues, and interest in non-profit administration

This job description may change as our team continues to grow and evolve – we hope you’ll be excited to evolve with us as we scale and increase our impact.

Physical Requirements

This role is performed in an office setting with standard lighting and noise levels. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions.

• Sitting/Standing/Mobility: Approximately 30% of time is spent standing or moving between work areas. Balance of time (approximately 70%) is spent sitting at a desk, bench or in meetings.
• Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as managing complex calendars; transcribing; viewing a computer terminal; extensive reading.
• The ability to communicate information and ideas in English so others will understand. Must be able to exchange accurate information in these situations.
• Manual dexterity required for equipment operation and occasional reach and lifting of small objects.
• Reaching/Handling: Good manual dexterity for computer keyboard uses and the ability to retrieve and work with appropriate paperwork, equipment, and supplies.

The starting annual salary for this non-exempt role is between $60,000 - $70,000, which represents the minimum to the mid-point of the salary band for this position. When determining an initial offer, we carefully consider these factors: candidate skill and experience; room for growth within the band; and internal equity across the team.

Alongside salary, we offer a comprehensive benefits package including:

• Flexible paid time off
• 10 paid holidays per year, including an organization-wide Winter Break
• Up to 92% employer-paid monthly premiums for employee medical coverage (depending on the plan selected)
• 401(k) safe harbor plan, with employer contribution equal to 3% of salary with immediate vesting
• Up to 12 weeks of fully paid family/medical leave (eligible after 1 year of employment)
• ... And more! Visit our Careers Page for our full list of benefits