Operations Coordinator 3

Overview

Coordinated Care Agency (CCA), a dba of the Archdiocesan Housing Authority, offers comprehensive services, enhanced shelter, and housing for people experiencing deep poverty and homelessness.

The purpose of our work is to ensure that people have access to the healthcare and supports that they need to thrive. The team works to promote social changes to dismantle systemic racism, injustices and inequities that contribute to housing instability. We approach our clients and colleagues through a trauma informed lens, based on the knowledge and understanding of how trauma affects people's lives.  invoi

Position Description:

An effective Operations Coordinator demonstrates strong organizational skills and initiative. The Operations Coordinator is responsible for providing administrative project management support to leadership teams across the Coordinated Care System. Incumbents must be able to perform effectively in a dynamic environment, with a keen attention to detail, the ability to manage multiple tasks simultaneously, and the capacity to address emergent issues and projects as they arise. This role entails delivering both administrative and technical support to ensure program compliance and uniformity. The Operations Coordinator is expected to offer exceptional service to all stakeholders, emphasizing collaborative approaches to resolve challenges.

This position offers a compensation range of $29.18 – $32.46 per hour (DOE)

Full‑time, 40‑hour position include a competitive benefits package:

• Medical, dental, and vision coverage, plus life insurance and long‑term disability
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Generous paid time off, including paid sick leave, 15 vacation days, 12 paid holidays, and 1 personal holiday
• CCS/CHS 403(b) Employee Savings Plan
• Employee Assistance Program (EAP)

Responsibilities

Administrative Support

• Handle meeting logistics - Prepare agendas, setup meeting spaces and reservations, compile materials, record action items, and track deadlines in line with internal protocols for clarity and follow-up.
• Monitor key leadership tasks and deadlines - Use task-tracking tools or spreadsheets to log responsibilities, assign owners, and follow up, following common “Follow-up tasks,” “Assigned to,” and “Due date” formats.

Project Coordination

• Support the development, maintenance, and updating of program-related digital platforms and documentation.
• Assist with creating and managing forms, reports, and special projects to promote high-quality, equitable services throughout the organization.
• Provide technical assistance for data collection, analysis, and file auditing as needed.
• Serve as a primary point of contact for external partners and vendors.

Volunteer and Intern Coordination

• Act as a liaison with educational institutions and workforce or volunteer partners.
• Coordinate orientations, trainings, evaluations, and recognition events for staff, interns, and volunteers.
• Respond to partnership inquiries and facilitate new agreements and compliance requirements.
• Ensure completion of necessary background checks for volunteers and staff.

Compliance and Fiscal Management

• Provide support for contract review and compliance processes.
• Serve as a liaison for administrative procedures and facilitate communication between teams.
• Support in-person and virtual staff trainings and organizational events.
• Assist with financial administration, such as reconciliations and account management.
• Manage and provide support for various software and administrative systems as required.

General Responsibilities

• Maintain accurate work records and submit timesheets and expense reimbursements promptly.
• Participate in required trainings, meetings, and supervisory sessions.
• Support the organization's mission and contribute to a positive, collaborative work environment.
• Perform other related duties as assigned to support program and organizational needs.

Job Conditions:

This position requires the employee to work in an environment where there may be exposure to illicit drug residues and fumes, bloodborne pathogens or other bio-hazardous materials in the course of doing business. Other exposures could include cleaning supplies, chemicals involved in pest control, paint and other materials used in building maintenance, building temperature fluctuations, dust, noise, pests, and odors. Other working conditions may include interruptions, working alone, evening or weekend work, responding to emergencies and working on-call.

This position also requires the employee to work with clients who may have untreated or poorly treated substance use and mental health disorders.  These clients may demonstrate challenging behaviors that require staff support for de-escalation or redirection.

Physical Requirements:The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee is frequently required to talk, hear, stand, walk, use hands to finger/ handle/feel/type, operate office machinery and reach with hands and arms. Requires the ability to regularly push, pull, lift and/or carry supplies up to 20 pounds and occasionally up to 40 pounds.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work takes place at the agency work location for the duration of the scheduled shift where long periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required.

Mental Requirements:

The cognitive skills needed to complete tasks, including abilities such as learning, remembering, focusing, categorizing, and integrating information for decision making, problem-solving, and comprehending.

Qualifications

Minimum Qualifications

• 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 Microsoft365, including SharePoint and PowerAutomate. 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 the Archdiocesan Housing Authority.
• Willingness to learn and work within a dynamic social services 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
• Valid WA State Driver's License and ability to meet CCS Driving Policy requirements. 

Preferred Qualifications

• Bachelor's degree or 4 years of administrative experience.
• Knowledge of services for homeless individuals, low-income housing projects, and resources for low-income people.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.

EMPLOYEE/EMPLOYER PLEDGE: We will not tolerate attitudes, behaviors, or statements that alienate, offend, or injure any person associated with CCS because of their racial or ethnic origin.  We will enable and support all efforts to become aware of and eliminate racism and racist behaviors within CCS and the broader community.  We will take exceptional steps to identify and root out such biases, especially where there appear to be long standing, institutional patterns of unacceptable behavior or lack of performance.

Compensation: 29.18 to N/A (USD)