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Operations Coordinator

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 detailed oriented and excels at communication, both written and verbal, and customer service.

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Our Mission

The PEPS mission is to connect parents to strengthen families and build community. Since 1983, the Program for Early Parent Support (PEPS), a 501(C)(3) nonprofit organization, has helped parents connect and grow as they begin their journey into parenthood. PEPS parent support programs educate, inform, and create community. We have become a vital resource for new parents in the Puget Sound region, with parent groups serving thousands of families annually.

Our Vision

  • Resilient Families
  • Connected Communities
  • Equitable Outcomes

Our Values

  • Equity
  • Innovation
  • Inclusion
  • Community
  • Authenticity


The Role of the OPERATIONS COORDINATOR

  • Monitors day-to-day group registration and management.
  • Acts as a first point of contact to the public, answering questions and providing customer service, as needed.
  • Responsible for processing all donations, including gift entries in the database (Microsoft Dynamics CRM), reports, and reconciliation.
  • Coordinates the PEPS Financial Assistance program.
  • Receives and approves volunteer reimbursement forms.
  • Organizes inventory and maintains program supplies.
  • Fulfills brochure, collateral, and other mailing requests.
  • Coordinates training materials for PEPS Group Leaders and events.
  • Responsible for weekly and monthly program revenue reports and processes refunds as needed, in collaboration with the Operations Manager.
  • Responsible for data entry, and monitors data integrity and data health in CRM system.
  • Works collaboratively with Operations Manager to create a PEPS programming schedule.
  • Other projects, tasks, and responsibilities as requested, including leading groups when schedule allows.

KEY SKILLS AND QUALIFICATIONS

  • Excellent customer service, communication, and interpersonal 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.
  • Ability to be flexible about changing priorities and manage competing deadlines.
  • Ability to work independently and as a member of multiple teams.
  • Discretion in protecting confidential information and preserving organizational security.

Education and Experience

  • Associate degree or equivalent experience.
  • Qualified candidates should demonstrate administrative expertise and related experience.
  • Strong reporting, organization, and planning skills.

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 all new parents deserve community, support, and social connection. When parents build connection with one another, their babies, families, and communities are healthier. To work towards healthy outcomes for all families, PEPS operates with a racial equity lens across all of its activities and embraces learning and growth. Each staff member:

  • Works with a spirit of collaboration within all levels of PEPS and promotes a culture of teamwork, wellness, and inclusion.
  • Is willing, open, and committed to ongoing learning and growth.
  • Demonstrates passion for the PEPS mission, programs, and impact.
  • Champions change and demonstrates aptitude to improve current processes and procedures.

COMPENSATION AND BENEFITS

This position will be 36-40 hours a week. The number of hours will be discussed during the interview process.

All PEPS staff are currently working remotely and will continue to do so through the end of 2020 and likely beyond, due to COVID-19. This role will require some in-person training during onboarding, as well as on a 1-2 days per week basis at our Wallingford location to fulfill some of the above responsibilities. When staff return to normal operations, this job requires a minimum of 60% in-office presence, during regular business hours.

The expected pay range for this full-time position is $21-$23 per hour, plus employee health benefits, paid parental leave, and retirement matching. PEPS offers 10 paid office closures, 15 days of accrued paid time off, and 2 floating personal days. PEPS offers an inspiring, collaborative, family-friendly working environment that values flexibility and professional development for staff. The PEPS main office is located in the Wallingford neighborhood of Seattle with a satellite office in South Seattle.

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.
  • A cover letter that clearly explains how your professional background and interests are a fit with the key skills and qualifications described in this position announcement. Please include which pronouns you use.

Email your application as a single PDF (cover letter and résumé combined in one document and your name in the file name) to jobs@peps.org. No paper submissions, please.

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. 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.

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