• PREPARES Operations Coordinator

    Job Locations US-WA-Seattle
    Posted Date 5 months ago(8/26/2019 2:07 PM)
    Job ID
    # of Openings
  • Overview

    Program Description

    PREPARES is an initiative of the Catholic Bishops of Washington State and creates the capacity within every Catholic parish to assist pregnant women, fathers, and their families by walking with them on the journey from pregnancy to their child’s fifth birthday.


    Position Description

    A successful PREPARES Operations Coordinator will be a highly organized self-starter. The Operations Coordinator is the primary interface to families who are referred to PREPARES for assistance through central channels (phone, email, web). In that capacity, they perform triage, ensuring that the first contact with the PREPARES team is prompt and compassionate. They are also the primary interface for referral sources (e.g. hospitals) and provide support to volunteers by maintaining regional resource guides. Additionally, they provide assistance to the PREPARES Program Manager with reporting and social media.The successful applicant must be service oriented, possess a knowledge of community resources, and have strong communication and administration skills.





    Family Services

    • Meet and assess families who are centrally referred through phone, email, RCC office
    • Connect with outside referrals if applicable
    • Refer to appropriate parish providing background and contact information to PREPARES parish coordinator
    • Offer information, referral and light case management (including intake, basic needs assessment and referral to community resources) to those referred families who are not matched with a parish or whose immediate needs are temporarily behond the scope of the parish
    • Maintain log of families (referred, matched, exited, or require follow-up
    • From time to time, deliver PREPARES bags to families or healthcare institutions.

    Professional Referral Sources

    • Maintain relationship with social workers and other referral sources at designated health care institutions
    • Perform outreach to potential referral sources (mailings, phone calls)

    Resources for Volunteers

    • Research, compile and update regional resource guides at least once annully
    • Generate Helpful Handouts as required
    • Assemble training materials as required 

    Manage and maintain office space

    • Maintain adequate supply of diapers by restocking as needed
    • Print family facing brochures as needed 

    Manage online community (Groopit)

    • Post requests for assistance
    • Contribute content to maintain engagement
    • Provide one story per month for inclusion in newsletter 


    • Monthly report on family referrals
    • Monthly budget report on expense to support families (e.g. diapers, car seats, safe sleep, strollers
    • Assist with consolidation of monthly reporting from parishes
    • Assist with other reporting on occasion (e.g. Catholic Charities, WSCC reporting) 

    Administrative Support

    • Responsible for ordering, organizing & expense tracking office and event supplies.
    • Perform other tasks or special assignments as delegated by Program Manager.

    General Responsibilities:

    • Maintain accurate record of hours worked and turn in timesheets and mileage reimbursement on schedule.
    • Attend trainings required of employees and staff and supervisory meetings as scheduled.
    • Contribute to the mission of Catholic Community Services.
    • Contribute to and support a positive, team-oriented work environment.
    • Perform other job-related duties as assigned




    This position provides assistance to the PREPARES Program Manager in overseeing:


    Volunteer Application Processing:

    • Receive and review applications
    • Request and follow-up on personal references
    • Maintain Volunteer database


    Event Support:

    • Staff meeting logistics, including setting up and cleaning after the events, and ordering food and beverages
    • Volunteer retreats
    • Conferences (e.g. Cornerstone, Catholic Daughters, etc)
    • Other support activities as needed from time-to-time



    • Demonstrated ability to manage several diverse tasks at the same time and meet deadlines.
    • Good English composition and proofreading skills.
    • Excellent word processing skills and solid experience working with Windows, particularly Outlook. Excel and Word programs including drafting and formatting professional spreadsheets and documents. Knowledge of Microsoft Visio is a plus.  Ability to learn new computer skills as needed.
    • Ability to track a simple budget.
    • Ability to manage confidential information.
    • Ability and willingness to work a flexible schedule as needed.
    • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
    • Willingness to learn and work within an environment.
    • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
    • Criminal history background checks are required prior to employment



    • Bachelor's degree in Social Work or Theological Studies.
    • Knowledge of services for homeless individuals, low-income housing projects, and resources for low-income people in Seattle.


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