- Seattle, WA, USA
Amara is committed to positive long-term outcomes for children and families. We drive systemic change, promote healing, and advance racial equity by offering programs and services to families engaged with foster care and to adoptees and families, post-adoption.
Bring your organizational skills, initiative and positive attitude to help Amara fulfill its mission! We are currently seeking a fill time Operation Coordinator to join our Administration team and provide support for both our programs and operational teams. The Operations Coordinator is responsible for handling the day-to-day details of the office such as tech and facilities support, vendor and client group scheduling, ordering supplies, completing HR generalist duties and supporting finance and various programs and teams. This position interacts with and supports all staff at Amara and is truly a unique position. The ideal candidate is both an excellent communicator and collaborator who is comfortable managing multiple priorities.
Amara believes that a diverse workforce and inclusive workplace culture enhances our ability to fulfill our mission. We strive for equality and justice in the way people are treated and the opportunities they have to succeed by working to address racism, unequal treatment and other barriers to inclusion. We strongly encourage candidates from diverse backgrounds (including BIPOC, the LGBTQ+ community, veterans, and people with disabilities) to apply and join us in our work.
The Operations Coordinator reports to the Operations Manager and works closely with Finance and our programs teams. Responsibilities may include, but are not limited to, the following;
HR Support (30%)
- Assist with onboarding and new staff with IT setup, HR management software setup, new hire paperwork, IT orientation and set-up, and facilities orientation when appropriate. Ensure proper and complete HR filing for new employees in conjunction with the Operations Manager.
- Overseeing and organizing staff credential tracking systems, documentation filing and staff reminders for expiring credentials, using a high level of attention to detail and organization.
- Assisting in recruitment in open positions by posting open positions and supporting hiring managers with hiring process, as needed in conjunction with the Operations Manager.
- Assist with administration of HR management software including ensuring proper data management, updating employee records when appropriate and assisting staff with the software when needed.
- Reviewing and responding to internal IT support tickets, resolving simple issues internally. Assisting staff with basic setup and researching and ordering new supplies or equipment. Escalating to outsources IT vendor when appropriate and liaising between IT vendor and staff.
- Maintain inventory of IT equipment and perform necessary maintenance. Set up and maintain operational workstations when staff is stationed in the offices.
- Work closely with the Operations Manager and CFO and outsourced IT vendors on organizational IT cost analysis and development cost-saving processes and protocols.
General Administration and Program Support (20%)
- Assisting program staff in data entry and procedural materials updates. Sending communication to and coordinating with families for events and trainings.
- Answering general inquiry emails and calls to the organization and occasionally staffing the front desk to greet clients, donors, families, volunteers and other stakeholders.
- Ad hoc projects and additional duties as assigned.
Office Management and Facilities (15%*)
- Supporting and coordinating facilities projects, maintaining office and common spaces such as conference rooms and assisting staff and outside presenters in setting up meetings with proper equipment.
- General office management including maintaining an inventory and regular ordering of office and staff supplies. Coordinating in the servicing of general office machines (printers, copiers, etc.).
- Advising and consulting with Operations Manager on improvements to office maintenance efforts and office functions.
- Depositing checks, processing invoices, and other basic finance transactions. Remain cross-trained in and act as back-up for basic finance functions as needed.
- This position would be ideal for someone with experience in, or interest in learning about Non-profit administration, child welfare and HR.
- While there are no specific experience requirements for this position, we believe the person most successful in this position will have familiarity working in a professional office setting, performing administrative or support-based work. This could be reception, general administrative work, finance support, operational support, HR generalist duties, etc.
- We believe a person with a high-level of organization, who has the ability to work independently, once fully trained, and manage multiple needs from different sources at once, will be most successful.
- People with interest in continued learning, especially of high-level non-profit administration and HR duties, would likely do well in this work.
- Must be able to work with people of diverse backgrounds and have an appreciation for qualities that all folks bring to our work. Must demonstrate respect for people of differing identities than their own (including but by no means limited to, cultural, racial, religious, gender expression and sexual identities) and keep this respect and appreciation at the forefront of their work.
- Must be able to maintain a high level of confidentiality and show high emotional intelligence in handling complex or sensitive information or data.
- Must be at least 21 years of age.
- Have high school diploma or equivalency course of study with certificate (GED for example).
- A valid government issued ID
- Ability to pass a background check.
This is a full-time position (40 hours per week) with an hourly wage of $21.64/hour. Generous personal leave and benefits package, including paid time off, paid sabbatical, health, vision and dental insurance, 401k with a company match, life and disability insurance.
This position is currently 80% remote / 20% in-office** and will be full-time in office once it is safe to fully return to working onsite.
*Facilities duties are largely curbed during the pandemic due to lack of in-office staffing but will resume once our staff re-enter the offices for regular work.
**Worksite information during the COVID-19 Pandemic: Currently, our offices are closed, except for a few key services that we provide, and our staff are largely working from home. Due to some unique duties of the Operations Coordinator, which must be accomplished in-person, this position works approximately 20% in-office at our Seattle Location. This means a frequency of working in the offices ~1-2 days per week with occasional additional in-office visits to meet vendors or assist with in-person special projects. We are dedicated to maintaining a safe work environment with robust pandemic protocols, PPE supplies and ample space for our staff to work safely alone, if their position requires in-office work.
Criminal Background Check
Because this position has access to confidential client, employee, or financial information any final candidate hired into this position must successfully pass a criminal background check performed by the State of Washington. Any job offer is contingent on successfully passing this background check. A list of disqualifying convictions for this position is available at https://www.dcyf.wa.gov/sites/default/files/pdf/secretaryslist.pdf
Please submit a cover letter and resume. In your submission, please indicate how you learned of this posting. No phone calls, please. Applications will be accepted until the position is filled.
Amara is an equal opportunity employer.