The Operations Coordinator is a cross-functional position that plays a critical role in supporting the day-to-day operations of PEPS. They serve as a first point of contact for the PEPS offices and provide administrative, fundraising, and program support to keep the organization running smoothly. The Operations Coordinator identifies ways to improve systems and processes, is detail-oriented, and excels at communication, both written and verbal, and customer service. 

Printer Friendly Version

Core Responsibilities

• Monitors day-to-day group registration and manages ongoing group logistics in the CRM system.
• Acts as a first point of contact to parent participants and the public, answering questions, and providing customer service.
• Delivers weekly revenue reporting in collaboration with the Operations Manager.
• Organizes inventory and maintains program supplies.
• Fulfills brochure, collateral, training materials, and other mailing requests, and supplies materials for events.
• Coordinates the PEPS Financial Assistance program.
• Processes refunds as needed, in collaboration with the Operations Manager.
• Contributes to PEPS outreach via social media channels, local forums, and database-targeted marketing efforts to fill groups.
• Assists in site-based group management for tours, collateral, keys, etc.
• Supports Operations Manager in creating the PEPS programming schedule.
• Serve as back-up to get mail and make bank deposits.
• Responsible for data entry and monitoring data integrity and data health in the CRM system.
• Attends staff and departmental meetings, including weekly 1:1s with supervisor.
• Other projects, tasks, and responsibilities as requested, including leading PEPS Groups when schedule allows.

CORE Knowledge and Skills

• Excellent customer service, communication skills, detail-oriented, and organized.
• Must have demonstrated knowledge, experience, and efficiency with data entry, specifically with Excel and Outlook, the broader MS Office suite, and SharePoint.
• Ability to leverage technology to streamline processes.
• Strong understanding and commitment to the PEPS mission, vision, values, programs, and impact.
• The ability to be flexible about changing priorities and manage competing deadlines.
• Ability to work independently and as a member of multiple teams.

Education and Experience

• Associate degree or equivalent experience.
• Qualified candidates should demonstrate administrative expertise, customer service savvy, and related experience.

Requirements

• Employee must be based out of the greater Seattle area.
• Sponsorship for US work authorization is not available for this position.
• We require that all employees be fully vaccinated against COVID-19. All offers are contingent, and your vaccine status will be verified prior to onboarding.

Compensation, Benefits, and Working Environment

Compensation: This position will be 35-40 hours a week. The number of hours will be discussed during the interview process, and this position is salary or hourly nonexempt. The expected hiring pay range for this full-time position is $27-$29 per hour, based on qualifications and experience.

Interview Stipend: We typically have two rounds of interviews: the first is virtual and the second is in person at our Wallingford office. We believe in showing our appreciation for your time and effort by providing this stipend to cover the time and expenses you may incur during the interview process. Our goal is to make the interview process accessible and less burdensome for all candidates, regardless of their financial situation. Candidates who complete both rounds of interviews will receive a $75 stipend check by mail. By offering a stipend, we hope to create a positive and fair hiring experience that values the contributions and dedication of all candidates.

Benefits: PEPS offers a generous benefits package that includes medical and dental benefits, 12 weeks of paid parental leave, short-term disability insurance, life insurance, and retirement matching. Medical and dental insurance are offered through Kaiser. Employees enjoy flexible scheduling and a culture of care that values taking time away from work, including 12 paid holidays and a paid office closure every year during the week of July 4, as well as the week between Christmas and New Year's. We offer 20 days of accrued PTO and two floating personal days per year for new employees, with PTO increases at four years and a four-week paid sabbatical after seven years of employment.

Office Location: PEPS is located in Seattle, Washington, with a main office in the historic Good Shepherd Center in Wallingford, adjacent to Meridian Park and the beautiful Seattle Tilth Gardens. There is a satellite office in the Parent Trust building in the Rainier Valley. Both locations have ample parking and are close to public transit.   

Workspace: PEPS is currently operating in a hybrid format. Required all-staff gatherings are held in person 2-3 days a month. Additionally, this role will require in-person work on 1-2 days per week at our Wallingford location to fulfill some of the above responsibilities and for in-person training during onboarding. Almost all work will take place during the weekdays, with the occasional evening or weekend event, group, or meeting. PEPS believes in a flexible working environment and will collaborate with the Operations Coordinator to plan a schedule.

Work Culture: The PEPS staff and board believe that its success as an organization is based on its unique and supportive organizational culture, which strongly affirms that everyone deserves community, support, and social connection. Our workplace is flexible, welcoming, caring, and fun. Self-care is modeled and encouraged. All PEPS staff members work with a spirit of collaboration within all levels of PEPS and promote a culture of teamwork, wellness, and inclusion. PEPS operates with a racial equity lens across all of its activities and embraces learning and growth to work towards healthy outcomes for all families. Each staff member: 

• Is willing, open, and committed to ongoing learning and growth. 
• Demonstrates passion for the PEPS mission, programs, and impact. 
• Champions change and demonstrates an aptitude to improve current processes and procedures. 

TO APPLY

Interviews will occur on a rolling basis. All applications will be acknowledged within 5 business days via an email receipt and held confidentially within the hiring team. Every applicant will receive careful consideration, and this role will remain open until filled. To apply, please submit the following:

• A résumé that summarizes your relevant professional, academic, and volunteer experiences.
• In lieu of a cover letter, in your submission email, please describe as specifically as you can how your experience, interests, and values align with this position and the PEPS mission.
• Please include which pronouns you use.
• To request disability accommodation in the application process, contact Cari Morales (carim@peps.org)

Email your application as a single PDF (with your name in the file name) to jobs@peps.org. No paper submissions, please.

Commitment to Equity

We believe that all families should have access to a healthy, supported start in life. Knowing that race and ethnicity continue to predict the future life chances of children in our state, we are committed to working with families, partner organizations, and communities to identify barriers to parent support and wellness, interrupt their negative impact, and eliminate the persistent disparities in child outcomes. 

PEPS values and celebrates the strengths that diversity brings to the workplace and is committed to advancing equity through our work. Cultivating a diverse and inclusive staff is one of our priorities. 

Black, Indigenous, and People of Color and others with underrepresented identities (including, but not limited to: gender identity, class, socioeconomic status, sexual orientation, age, ability, and background) are strongly and sincerely encouraged to apply. PEPS is an Equal Opportunity Employer.