What are the responsibilities and job description for the Operations Coordinator position at Opportunity Council?
DETAILED SUMMARY:
The Operations Coordinator plays a critical role in ensuring the efficient functioning of the agency by coordinating key projects, including compliance with HIPAA, safety, and disaster preparedness. This role involves supervising administrative staff, providing support to agency committees, and harmonizing agency-wide policies and procedures. The ideal candidate will be a highly organized, proactive problem-solver with strong communication skills and a passion for fostering a safe, compliant, and effective organizational environment.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1. Project Coordination.
a. Coordinate projects related to HIPAA compliance, agency safety, and natural disaster preparedness.
b. Collaborate with internal stakeholders and external partners to implement project plans and timelines effectively.
c. Develop, monitor, and report on project milestones to ensure objectives are met.
2. Safety and Disaster Preparedness.
a. Develop, implement, and maintain safety policies and procedures in collaboration with relevant stakeholders.
b. Ensure agency readiness for natural disasters by coordinating planning, training, and resource allocation.
c. Serve as a point of contact for safety-related concerns, providing guidance and updates as needed.
3. Policy and Procedure Management.
a. Inventory and review existing policies and procedures across the agency to ensure compliance and consistency.
b. Identify gaps in current policies and procedures, proposing solutions to address them.
c. Outline and oversee a standardized process for creating and maintaining policies and procedures (Policy on Policies).
d. Research and collaborate with stakeholders to draft, edit, and implement new or revised policies, procedures, and SOPs related to Operations.
4. Administrative Supervision and Committee Support.
a. Supervise administrative staff, providing training, guidance, and performance feedback.
b. Support and provide guidance to agency committees, ensuring alignment with organizational goals.
c. Act as a liaison between committees, staff, and leadership to facilitate communication and coordination.
5. Compliance and Best Practices.
a. Ensure compliance with HIPAA and other regulatory requirements by developing and enforcing relevant protocols.
b. Stay informed about industry best practices and regulatory updates, recommending changes as needed to maintain compliance.
6. General Operational Support.
a. Assist with special projects and initiatives as assigned by leadership.
b. Maintain accurate records and documentation related to operational activities.
c. Monitor and assess operational workflows to identify opportunities for process improvement.
d. Collaborate with Communications Coordinator to ensure internal communications needs are met.
OTHER RESPONSIBILITIES:
1. Other duties as assigned.
EDUCATION, EXPERIENCE, TRAINING REQUIREMENTS:
1. 2-year Degree.
2. 3 years of related experience.
4. OR year for year experience to replace degree.
5. Washington State driver’s license and driving record with 5 years of history within Opportunity Councils Auto Insurance
Standards to be kept throughout entire career.
6. If hiring for a bilingual position. Must be able to speak, read, and write with proficiency and fluency in the required language.
SKILLS AND ABILITIES REQUIRED:
1. Familiarity with mission-driven work and how to align operations with the organization’s goals.
2. Strong understanding of policies and procedures, with experience in drafting and implementing them.
3. Excellent project management skills, with the ability to juggle multiple priorities and meet deadlines.
4. Exceptional organizational skills and attention to detail.
5. Strong supervisory and team-building skills, with a collaborative approach to leadership.
6. Proficient in Microsoft Office Suite and project management tools.
7. Effective written and verbal communication skills, with the ability to convey complex information clearly.
8. Strong interpersonal skills with the ability to establish strong working relationships with agency staff and partners.
9. Ability to work under periods of high-intensity pressure and deadlines.
10. Ability to multi-task and coordinate several projects simultaneously.
11. Proficiency in maintaining accurate records.
12. Excellent observation and critical thinking skills to identify operational needs.
13. Ability to maintain the confidentiality of sensitive information.
14. Demonstrated ability as a self-starter and problem-solver
15. Ability to work both independently and in a team setting
16. Excellent time management skills and organizational skills.
17. Ability to adapt to changing priorities and environments, especially in a fast-paced non-profit setting.
18. Ability to manage, mentor, and motivate staff or volunteers to achieve organizational goals.
WORKING CONDITIONS:
Work is performed in a fast–paced office environment with frequent interruptions and occasional crisis situations. Travel also includes attending local and statewide level meetings. Majority of work centers on client services and procedures that require a high degree of confidentiality, tactfulness and respect for clients from a diversity of economic and ethnic backgrounds. All job duties are completed while following current Opportunity Council COVID-19 safety guidelines.
The Operations Coordinator plays a critical role in ensuring the efficient functioning of the agency by coordinating key projects, including compliance with HIPAA, safety, and disaster preparedness. This role involves supervising administrative staff, providing support to agency committees, and harmonizing agency-wide policies and procedures. The ideal candidate will be a highly organized, proactive problem-solver with strong communication skills and a passion for fostering a safe, compliant, and effective organizational environment.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1. Project Coordination.
a. Coordinate projects related to HIPAA compliance, agency safety, and natural disaster preparedness.
b. Collaborate with internal stakeholders and external partners to implement project plans and timelines effectively.
c. Develop, monitor, and report on project milestones to ensure objectives are met.
2. Safety and Disaster Preparedness.
a. Develop, implement, and maintain safety policies and procedures in collaboration with relevant stakeholders.
b. Ensure agency readiness for natural disasters by coordinating planning, training, and resource allocation.
c. Serve as a point of contact for safety-related concerns, providing guidance and updates as needed.
3. Policy and Procedure Management.
a. Inventory and review existing policies and procedures across the agency to ensure compliance and consistency.
b. Identify gaps in current policies and procedures, proposing solutions to address them.
c. Outline and oversee a standardized process for creating and maintaining policies and procedures (Policy on Policies).
d. Research and collaborate with stakeholders to draft, edit, and implement new or revised policies, procedures, and SOPs related to Operations.
4. Administrative Supervision and Committee Support.
a. Supervise administrative staff, providing training, guidance, and performance feedback.
b. Support and provide guidance to agency committees, ensuring alignment with organizational goals.
c. Act as a liaison between committees, staff, and leadership to facilitate communication and coordination.
5. Compliance and Best Practices.
a. Ensure compliance with HIPAA and other regulatory requirements by developing and enforcing relevant protocols.
b. Stay informed about industry best practices and regulatory updates, recommending changes as needed to maintain compliance.
6. General Operational Support.
a. Assist with special projects and initiatives as assigned by leadership.
b. Maintain accurate records and documentation related to operational activities.
c. Monitor and assess operational workflows to identify opportunities for process improvement.
d. Collaborate with Communications Coordinator to ensure internal communications needs are met.
OTHER RESPONSIBILITIES:
1. Other duties as assigned.
EDUCATION, EXPERIENCE, TRAINING REQUIREMENTS:
1. 2-year Degree.
2. 3 years of related experience.
4. OR year for year experience to replace degree.
5. Washington State driver’s license and driving record with 5 years of history within Opportunity Councils Auto Insurance
Standards to be kept throughout entire career.
6. If hiring for a bilingual position. Must be able to speak, read, and write with proficiency and fluency in the required language.
SKILLS AND ABILITIES REQUIRED:
1. Familiarity with mission-driven work and how to align operations with the organization’s goals.
2. Strong understanding of policies and procedures, with experience in drafting and implementing them.
3. Excellent project management skills, with the ability to juggle multiple priorities and meet deadlines.
4. Exceptional organizational skills and attention to detail.
5. Strong supervisory and team-building skills, with a collaborative approach to leadership.
6. Proficient in Microsoft Office Suite and project management tools.
7. Effective written and verbal communication skills, with the ability to convey complex information clearly.
8. Strong interpersonal skills with the ability to establish strong working relationships with agency staff and partners.
9. Ability to work under periods of high-intensity pressure and deadlines.
10. Ability to multi-task and coordinate several projects simultaneously.
11. Proficiency in maintaining accurate records.
12. Excellent observation and critical thinking skills to identify operational needs.
13. Ability to maintain the confidentiality of sensitive information.
14. Demonstrated ability as a self-starter and problem-solver
15. Ability to work both independently and in a team setting
16. Excellent time management skills and organizational skills.
17. Ability to adapt to changing priorities and environments, especially in a fast-paced non-profit setting.
18. Ability to manage, mentor, and motivate staff or volunteers to achieve organizational goals.
WORKING CONDITIONS:
Work is performed in a fast–paced office environment with frequent interruptions and occasional crisis situations. Travel also includes attending local and statewide level meetings. Majority of work centers on client services and procedures that require a high degree of confidentiality, tactfulness and respect for clients from a diversity of economic and ethnic backgrounds. All job duties are completed while following current Opportunity Council COVID-19 safety guidelines.
Benefits@Opportunity Council
Opportunity Council offers the following benefits to eligible employees:
- Paid time off earned on an accrual basis (vacation, sick, personal holidays)
- Paid time off for wellness needs
- Employer-paid holidays
- Employer-paid HDHP and low-cost traditional health care options
- HSA and FSA, subject to plan terms
- Eligibility for Critical Illness coverage
- 403(b) retirement plan (5% employer contribution)
- Eligibility for health coverage for legal dependents
- Eligibility for employee/family dental and vision coverage
- Voluntary benefits such as life insurance, long-term disability, long-term care and personal legal services
Opportunity Council is a private, non-profit Community Action Agency serving homeless and low-income families and individuals. Our mission is to help people improve their lives through education, support, and direct assistance while advocating for just and equitable communities. For over 50 years we have offered a broad scope of services that range from addressing immediate and crisis-oriented needs (food, emergency shelter, eviction-prevention) to longer-term programs that promote self-sufficiency in our community (early childhood education, home weatherization). For more details, please visit our website at https://www.oppco.org.
