Operations Project Coordinator (PT) - Hybrid (Kitsap Peninsula)

Description

The Operations Project Coordinator at Girl Scouts of Western Washington (GSWW) provides administrative and project coordination support for the Operations team, with a specific focus on executive project coordination for the Chief Operations Officer (COO). This role serves as essential support for the Risk Management Committee, as well as Strategic Plan project implementation, and will assist in stakeholder engagement, project maintenance activities, stakeholder meeting preparation and set up (both virtual and onsite), and drafting policies and procedures as related to Operations and Risk Management in collaboration with project teams. Additionally, this position assists with GSWW property-related transactions and supports the organization’s strategic planning tools and goal tracking system. 

This is a regular, part-time (20-30 hours per week), non-exempt role that requires residency within the GSWW Council region of Western Washington, with preference for residence within reasonable distance of our Peninsula Girl Scout Program Center in Bremerton. This is a hybrid role that allows for remote work but will require onsite work at various GSWW properties and alternative worksites throughout the region as necessary.  While the full pay range for this position is $29.74 to $32.37 per hour based on tenure with GSSW, this position will start at $29.74 per hour for purposes of internal pay equity.  

Girl Scouts of Western Washington offers an excellent work environment, meaningful mission-driven work and a competitive benefits package that includes employer-paid options for medical, dental, life/AD&D for employees. Additionally, access is available for our 403(b) retirement plan, as well as voluntary benefits that include vision insurance and flexible spending accounts. Our generous paid leave plan includes three weeks of vacation to start, sick leave, paid holidays, paid time off for personal development and volunteerism, AND two weeks of paid leave for our fall and winter breaks!
 

Girl Scouts of Western Washington values diversity, equity, and inclusion and we foster a welcoming, inclusive work environment. We are an equal opportunity employer, and we do not discriminate based on race, color, religion, age, national origin, gender, veteran status, sexual orientation (heterosexuality, homosexuality, bisexuality, and gender expression of identity), marital status, or the presence of any physical, sensory, or mental disability, or any other protected classification under applicable laws. 

Requirements

Essential Duties and Responsibilities

• Coordinates, reviews and monitors activities and resources for specific projects and programs
• Manages meetings, travel arrangements and expense reports
• Assists with monitoring project performance, including but not limited to providing schedules and updates, facilitating resource allocation, preparation and distribution of project documentation
• Provides general administrative support including preparing and tracking reports, maintaining files, and drafting communications
• Monitors project schedules and costs
• Acts as communication liaison among team members and those collaborating with the project team
• Supports project coordination, including maintaining communication plans, stakeholder engagement, project charter maintenance, and general project management support by overseeing daily tasks, coordinating activities, and ensuring milestones are met
• Key functions include scheduling, resource allocation, communication facilitation, and progress tracking.
• Manage project documentation, assists with budget preparation, and ensures compliance with regulations
• Coordinates calendars and scheduling as it relates to COO committee support and Strategy Team planning and support.
• Attends meetings as directed by the COO and serves as primary note-taker
• Works with project teams and/or COO to synthesize information to create policies and procedures related to Operations and Risk Management
• Provides administrative, logistical, and event management support for project and committee related meetings
• Utilizes CRM system (Salesforce) and other communication tools such as Outlook and SharePoint, to support project and committee related work
• Coordinates identification and implementation of a Strategy and Goal tracking system in collaboration with the IT Department, HR Department and COO
• Provides data administration support for said Strategy and Goal tracking system, to include data analysis and providing basic reporting on goal progress for the organization
• Assists with departmental budget management, monthly credit card reconciliations and expense reporting
• Travels across Western Washington to meet with staff and/or prepare for events as needed
• Provides office support on an as needed basis at direction COO

This is a general description of the essential responsibilities of the position and is not inclusive of all job duties; other associated duties may be assigned.

Knowledge, Skills, and Abilities

• Knowledge of and commitment to fostering a work environment that prioritizes diversity, equity, inclusion, racial justice, and belonging
• Strong alignment with Girl Scouts of Western Washington’s mission and vision
• Strong interpersonal, written, and oral communication skills to ensure effective interactions with individuals at all levels and backgrounds while maintaining confidentiality
• High level of Proficiency with Outlook, Excel, Visio, and Project or similar project management software
• Understanding of how to apply project management principles to everyday work and stakeholder engagement activities
• Demonstrated ability to multi-task, prioritize deadlines, work independently, take initiative
• Demonstrated experience and commitment to support and enhance the diversity and cultural and global awareness of volunteers, youth members, and staff
• Ability to handle confidential and/or highly technical information
• Strong organizational, communication, and problem-solving skills

Supervisory Responsibilities

This position has no supervisory responsibilities.

Education and Experience Required

• Associate Degree in Project Management, or relevant field;
• Two years or more working in a project coordination or executive assistant role;
• Certified Associate in Project Management (CAPM) or related certification, or in process of obtaining; OR
• Equivalent combination of related experience and education 

Other Qualifications

• Must reside within GSWW Council region of Western Washington, with preference of residence within reasonable distance of our Peninsula Girl Scout Program Center in Bremerton
• Valid Washington State driver’s license, proof of insurance, vehicle in working condition, and the ability to fulfill travel requirements across widespread regional geography as necessary
• Satisfactory results from criminal background search
• Willingness to maintain Girl Scout membership
• Must be willing and able to come into a Girl Scouts of Western Washington office or alternative work location as needed or when requested 

Salary : $30 - $32