CCSWW

  • Operations Coordinator III

    Job Locations US-WA-Seattle
    Posted Date 4 weeks ago(5/2/2018 6:44 PM)
    Job ID
    2018-3049
    # of Openings
    1
    Category
    Administrative/Clerical
    Min
    USD $19.66/Hr.
  • Overview

     

    CCSWW is the corporate office for CCS/CHS, overseeing all aspects of organization-wide operations and services. CCS/CHS provided services to over 100,000 of our neighbors in need in 2017. The Operations Coordinator III is part of the team that assists in implementing organization-wide policies, projects and initiatives. 

     

    POSITION PURPOSE:

     

    Provides comprehensive administrative and logistical support to the CCSWW staff including the President, Executive Vice President, Chief Financial Officer, VP for Public Policy, Pastoral Advocate for Mission, Executive AA, Operations Manager, Multi-Racial Action Team (MAT), and CCSWW HR Team in a confidential and professional manner.

     

    Works seamlessly and collaboratively under the supervision of the Operations Manager on all issues related to the efficient and effective completion of all operational duties, responsibilities and associated tasks related to the CCSWW office.

     

    This is a full-time, 37.5 hours per week, benefited position with generous paid time off.

    Responsibilities

    Operations Activities

     

    Provides comprehensive operational support to the CCSWW office. Incumbent accomplishes this by completing administrative tasks which support the functions of the CCSWW Office. These include but are not limited to:

     

    • Coordinating logistics for internal and external meetings of the Chief Financial Officer, VP for Public Policy, Pastoral Advocate for Mission, Multi-Racial Action Team (MAT), and CCSWW HR Team;
    • Preparing for and staffing organizational meetings;
    • Answering phones, preparing correspondence, printing, copying, completing the banking letter, managing office files, making travel arrangements, etc.;
    • Ensuring and overseeing the timely coordination of the contract review process as outlined in the CCSWW Legal Protocol;
    • Prioritizing and carrying out complex administrative duties and/or projects at the direction of the Executive Vice President, Chief Financial Officer, VP for Public Policy, Pastoral Advocate for Mission, Executive AA, and Operations Manager;
    • Completing written correspondence and communications to include, but not limited to: internal and external memos/letters and various monthly News Briefs;
    • Taking meeting minutes that are an accurate record of decisions and discussions. Writing up notes with responsibilities and ownership of action items, copying and distributing to all meeting participants, and appropriate filing on internal shared drive for future reference.
    • Completing AP check requests to be submitted to the CFO for processing and maintaining AP files;
    • Responding to and routing emails received in the CCSWW General Information email inbox;
    • Sorting and routing both US and interoffice mail for the CCSWW office;
    • Maintaining all supplies for the CCSWW office staff;
    • At the direction of the Executive AA and Operations Manager, providing administrative and logistical support to the CCSWW Board of Trustees, Executive Committee, and the Catholic Charities Foundation Board;
    • Collecting/tracking timesheets for corporate office staff and routing to appropriate payroll departments;
    • Ensuring that outlined operational tasks in the CCSWW Operations Calendar are completed, including the compilation of accurate data for the Vatican Report and Kenedy Survey;
    • Compiling data for the Parish Partnership Report;
    • Updating and maintaining the CCSWW Website;
    • Maintaining public folders;
    • Assisting lead CCSWW staff with other corporate office initiatives such as Catholic Advocacy Day;
    • Providing comprehensive operational support to Pastoral Advocate for Mission and VP for Public Policy as it relates to the Catholic Initiative for Poor Families and Communities;
    • At the direction of the VP of Public Policy, providing operational support for the Dialogue for Justice Initiative and the Communities of Concern Commission. Incumbent accomplishes this by working with the VP of Public Policy to provide administrative and logistical support for Dialogue for Justice and COC Commission events and activities;
    • Providing general advocacy support;
    • Contributing to and ensuring an open, accessible office environment with a customer-focused perspective; and

    Serving as back-up by having a working knowledge of the Executive AA and Operations Manager’s job functions and activities, with the ability to assume those responsibilities on a temporary and/or interim basis with minimal disruption to workflow and office demands.

    Qualifications

    • Bachelors degree required.
    • Three (3) years’ experience as lead administrative worker in a professional office setting, preferably in conjunction with senior executives or executive managers.
    • High-level written and oral communication skills and the ability to communicate and liaise effectively and sensitively at all levels (internally and externally).
    • Exceptional degree of professionalism and proven judgement with the consistent ability to maintain a high level of confidentiality.
    • Demonstrated ability to work both collaboratively and autonomously.
    • Expert level skills as a user of a variety of computer software applications in word processing, spreadsheets, database, design, and presentation software (Microsoft Outlook; MS Office Suite – Word, Excel, PowerPoint, and Visio; MS 365; and Adobe Creative Suite – Photoshop, InDesign).
    • Experience in website publishing (WordPress and Convio preferred).
    • Ability to plan, analyze and manage projects, and plan and organize meetings.
    • Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
    • Knowledge of the Roman Catholic Church and its teachings and a commitment to work within the guidelines of those teachings.
    • Commitment to developing and safekeeping a workplace that values and supports a culturally diverse work environment.
    • Positive disposition, commitment to excellence, and intuitive ability to anticipate the needs of executives and fellow team members alike.

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