Office Coordinator

Overview

Launch is dedicated to ensuring a brilliant start for all children. Through our preschool, after school and summer programs, we provide equitable access to the highest-quality learning and care in a safe, enriching environment that prepares children for success in school and life. Our programs serve a diverse group of over 1300 children ages 3-12 and are located on-site in 10 Seattle public school locations, 3 community centers and one Impact Public Schools location. Drawing on more than 48 years of experience, we serve as a proven model of effective programming and a passionate advocate for children, families and communities. Launch strives to live an anti-racist, inclusive existence, and welcomes diverse voices, experiences, and perspectives.

The Office Coordinator is responsible for various support functions for the administration office, including clerical functions such as supporting organization-wide and department specific events and meetings, supporting the Executive Team and ED in Board of Directors Engagement facilities coordination and administrative support for the executive team.

Essential Job Functions

Administration

• Ability to multitask, manage scheduling, and proactively prepare for meetings and follow through.
• Maintains organization of the office and conference rooms, including set-up for meetings or training as needed.
• Facilitate communication between staff and external contacts, including answering phones and managing emails.
• Reception duties for the administrative office, providing information and directing people to the appropriate personnel as needed.
• Opens and sorts mail. Prepares or delivers outgoing mail and places it in the mailbox.
• Assisting with events, coordinating with vendors, and contractors.
• Maintaining accurate records, ability to pull data, and compile reports.
• Facilitate cross-channel communication vertically and horizontally across all departments.
• Ability to collaborate with team leaders, managers, and department heads to learn departmental needs and goals.
• Ability to work under pressure and handle a variety of activities and confidential matters with great discretion and professional poise.

Facilities Coordination

• Manage administration office and site-based needs, including vendor management, estimates/bids, payments, etc.
• Coordinate inventory and support the maintenance of all sites’ major equipment, including appliances, sheds, etc.
• Support new vendor coordination with all Site Managers, Regional Directors, and other staff as needed.
• Coordinate janitorial and facility maintenance services for the administrative office.
• Ensure the administrative office is organized, clean and safe, and manage inventory and office supply needs.
• Coordinate other office management needs as they arise.

Data Management

• Supports the Executive Director and Board of Directors with data and file maintenance on Launch Board SharePoint
• Policies & Procedures maintenance and organization on Launch SharePoint Site, in coordination with Department Heads

Volunteer Coordination

• Supports volunteers who are interested in volunteering at events or at the Launch Office.
• Screens, coordinates volunteer schedules, tracks hours and provides supports
• Maintains support of volunteer records in coordination with human resources.

Other Duties as Assigned

• Other projects and duties as needed

Qualifications

Minimum Education, Experience & Training Equivalent

• Two – Five (2-5) years of administrative experience.
• Demonstrated experience providing customer service.
• Experience working with upper-level and/or senior leadership management
• Proficient in MS Office Suite (Word, Excel, Outlook, and PowerPoint).

Preferred Experience

• AA in education, non-profit management, or related field, or equivalent experience.
• Experience and understanding of childcare industry
• Previous non-profit experience

Knowledge, Skills & Abilities

• Develops specific goals and plans to prioritize, organize and accomplish work.
• Demonstrates strong interpersonal skills and ability to build relationships at all levels of the organization.
• Demonstrates personal qualities of integrity, credibility and commitment to Launch’s mission.
• Excellent customer service skills.
• The ability to work independently and as part of a team.
• Regular and predictable attendance and punctuality.
• The ability to problem-solve, think strategically, and handle sensitive information and difficult situations tactfully and confidentially
• The ability to exhibit cultural humility when working with staff and families from diverse racial, ethnic, and socio-economic backgrounds
• The ability to communicate effectively, professionally and empathetically in both written and verbal formats.
• The ability to work effectively in a normal office environment; physical requirements include normal walking, sitting, bending, twisting, standing and reaching activities and the ability to regularly lift items weighing up to 25 lbs.
• Strong organizational skills and compliance with Launch’s confidentiality policy regarding child, family and employee information.
• Demonstrate an eagerness to learn and enhance skills that promote Equity and Inclusion
• Comfortable with presenting challenging communications
• Ability to work outside the standard work day, as needed, to support organization activities, professional development planning, and other deadlines.

Condition of Employment

• Ability to obtain and maintain criminal record clearance
• Mandated Reporting Training
• Must attend any required training

The statement contained in this job description reflect general details as necessary to describe the principal functions of the job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.