Overview
Full-time position starting at $24.60 – $27.36/hr (D.O.E) with COMPETITIVE BENEFITS INCLUDE:
- Medical, Dental, Vision, Life Insurance and Long-Term Disability
- Health Savings Account and Flexible Spending Account
- Generous PTO, paid sick time, 15 days of paid vacations, 13 days of paid holidays, plus a personal holiday
- CCS/CHS 403(b) Employee Saving Plan
- Employee assistance program
- Lots of room for advancement
Program Description
The Youth Tutoring Program (YTP) is an after-school educational enrichment program for scholars in 1st through 12th grade who live in six low-income and public housing communities in Seattle. Begun in 1991 as a partnership with the Seattle Housing Authority, the tutoring centers provide youth with a positive learning environment and a tutoring program to help them build academic success. We provide structured tutoring with trained volunteers. We work within the communities we serve, connecting with schools and parents towards the goal of academic success. We are committed to addressing the educational opportunity gaps faced by YTP scholars. Visit us at www.ccsww.org/ytp for more information about the program.
Position Description
A successful Operations Coordinator will be a highly organized self-starter. The Operations Coordinator provides administrative, logistical, and contract compliance support to the YTP Program Manager and other YTP staff. The successful applicant must be able to work in a fast-paced office with attention to detail, track multiple deliverables and deadlines, and respond to emergent issues and projects. They will provide excellent support service to YTP staff overall, with a focus on finding collaborative solutions to any challenges.
Responsibilities
Data, Compliance & Reporting:
- Assist YTP leadership with the collection, analysis and reporting of program level data including attendance, enrollment information, and participant surveys
- Support YTP site staff in their work to collect accurate and complete data. Provide reminders and quality control of attendance and enrollment data. Regularly monitor student and volunteer databases for quality, organizing data improvement as needed.
- Prepare data for reports to funders, and track internal data towards annual YTP goals
- Develop and maintain an organized electronic file system for students and volunteers, train staff to use and maintain this system
- Assist YTP leadership with internal audits, compliance reviews, confidentiality scans and other compliance and quality improvement activities.
- Collect and manage student FERPA forms for student academic data access.
Financial Management:
- Prepare and submit monthly and quarterly invoices and reports for contracts
- Manage finances including tracking receipts, paying bills, submitting check requests, and managing credit card expenses.
- Handle billing discrepancies when required.
- Keep an eye on overall spending from multiple funding sources.
Program Administrative Support:
- Respond to daily inquiries and requests for information via telephone and email.
- Assist staff in producing paperwork (monthly attendance sheets, etc.) for tutoring centers.
- Order and purchase office and program supplies, and keep office supplies well stocked
- Purchase snacks for distribution to students at tutoring centers.
- Organize and maintain the YTP storage area, including the management of archived files.
- Deliver outgoing mail and interoffice mail to the CCS mailroom.
Program Delivery Support:
- Participate in the Center Supervisor substitute pool, with one evening per week reserved for substitute duty as needed.
- Support YTP program-wide events as needed including tutor training and recognition, and fundraising events
- Contribute to and support a positive, team-oriented work environment.
- Perform other job-related duties as assigned.
Job Conditions
This position requires the employee to work in an office environment where there may be interruptions and a moderate amount of noise from telephones and conversations among employees. Extensive use of computers and related office equipment is typical of this position.
Qualifications
- Experience collecting, entering and organizing data.
- Able to assist program leadership in analyzing data for reporting to funders.
- Able to assist with quality control for program data and files. Knowledge of contract compliance.
- Ability to track multiple budgets.
- Demonstrated strong initiative and organizational skills; excellent time management skills. Ability to manage several diverse tasks at the same time and meet deadlines.
- Excellent computer user skills particularly Outlook, Excel and Word programs including drafting and formatting professional spreadsheets and documents. Experience with databases. Ability to learn new computer skills as needed.
- Ability to manage confidential information.
- Strong attention to detail; highly accurate math/computing skills.
- Excellent oral and written communication skills, including proofreading. Pleasant and clear phone manner.
- WA State driver’s license and regular access to a vehicle.
- Demonstrated attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
- Evening availability until 8pm one day per week (Monday through Thursday).
- 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.
- Criminal history background checks are required prior to employment.
Preferred Qualifications
- Bachelor’s degree.
- Communication skills in languages other than English, particularly East African languages or Vietnamese.
Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.