Administration Operations Manager
Administration Operations Manager
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Job Description
Join an empowered team that is making a difference in our community!
Are you passionate about Inclusion and looking for a way to make a difference Do you have excellent interpersonal skills and the ability to constantly provide top notch customer service If so we want to hear from you!
PROVAIL has an exciting opportunity for an Administration Operations Manager to join our team! This role is responsible for the smooth and efficient operation of our administrative office. This role ensures that the physical and virtual work environment is organized functional and welcoming. The ideal candidate will be a strong communicator and problem-solver who brings both initiative and empathy to their work. This position requires someone who is detail-oriented organized and passionate about creating accessible and inclusive spaces.
This position does support remote work but also requires the ability to be on-site at our North Seattle headquarters at least 3 - 4 days per week.
About Us
PROVAIL was founded in 1942 by parents of children with cerebral palsy. They created some of the fi rst community services for individuals with cerebral palsy and other severe disabilities in the area. Our mission is supporting people with disabilities to fulfi ll their life choices. We help people decide how they want to live their life in the community and then provide the support services they need to act on those choices. We are one of the states largest private multi-service agencies dedicated to meeting the needs of children and adults with all types of disabilities.
What we offer:
- Competitive pay $33.65-$35.58 per hour DOE
- Comprehensive medical dental vision insurance with highly subsidized employer contribution for the employee. Dependent coverage for qualified family members is available.
- Employer Funded Health Reimbursement Account (HRA) when enrolled in a medical plan.
- Flexible Spending Accounts (FSA) - Health Care and Dependent Care
- Employee Assistance Program
- 104 hours paid vacation plus incremental increases based on years of service
- Twelve paid personal holidays
- 403(b) retirement plan
- Referral bonus program
- Monthly cell phone stipend and mileage reimbursement
- Extensive paid training and professional development opportunities
ESSENTIAL DUTIES
Office Operations & Administrative Support
- Oversee daily office operations including supply inventory equipment maintenance mail handling and general administrative logistics.
- Maintain organized fi ling systems (digital and physical) for organizational materials documents and communications.
- Serve as primary contact and administrator over general service contracts and optimize relationships for maximum financial efficiency and quality assurance.
- Coordinate calendars schedule internal meetings and provide logistical support for meetings and events.
- Welcome and assist visitors clients and partners while managing building entry ensuring a secure and safe environment for everyone on site.
- Assist Executive Assistant and Executive Team with special projects as assigned.
Facility & Technology Coordination
- Oversee some basic facilities operations by directly managing the Facilities Manager and serving as the secondary on-site contact for vendors and service providers; coordinate scheduling ensure site access and track updates and progress on maintenance and repair activities.
- Analyze internal processes and recommend and implement procedural or policy changes to improve operations.
- Ensure common spaces are tidy accessible and stocked with necessary materials.
- Oversee PROVAILs Hazard Communication Program (Worker Right to Know) and safety data sheets ensures first aid kits are maintained in accordance with state regulations.
- Complete some basic facility office equipment and IT support or troubleshooting at PROVAIL headquarters as well as at off-site locations when needed.
- Liaise with IT support providers to resolve physical technology issues and ensure staff have access to tools they need.
- Serve as the administrator for select software platforms and internal systems (e.g. email scheduling communication tools) including managing user access updating information and coordinating with external IT support as needed.
Team & Event Coordination
- Assist in planning and supporting internal events trainings and staff gatherings.
- Coordinate materials and logistics for meetings including setup cleanup and note-taking as needed.
- Manage some general office communications and keep staff updated on logistics space use and procedural updates.
Accessibility & Inclusion
- Help ensure the office environment and materials are accessible to all staff clients and visitors.
- Work collaboratively with program staff to support a welcoming inclusive and culturally responsive space.
REQUIRED QUALIFICATIONS
Minimum Qualifications:
- Associates or Bachelors degree in Business Administration or related field
- 3-4 years of experience in office administration operations or facilities coordination.
Preferred:
- Experience in a nonprofit or service-based organization.
- Familiarity with accessibility practices HIPAA Compliance and confidentiality
Required Skills & Abilities:
- Excellent organizational communication and multitasking skills.
- Proficiency with Microsoft Office Google Workspace and general office systems.
- Basic understanding of administrative and clerical procedures in an office environment including fi ling phones and other standard office equipment.
- Excellent written and verbal communication skills including ability to maintain a high level of professionalism.
- People management skills
- Excellent interpersonal skills and customer service attitude.
- Ability to engage respectfully and effectively with individuals who have diverse support needs communication styles and ways of interacting with the world.
- Ability to prioritize schedule and multi-task while maintaining high attention to detail.
Working Conditions
- Primarily onsite at our headquarters with occasional local travel for errands or offsite support.
- Standard office hours with occasional flexibility for events or meetings.
- Reasonable accommodations provided upon request to enable individuals to perform essential functions
PROVAIL is committed to diversity & inclusion and continually working to build an organizational culture and climate in which every voice is valued staff have a sense of belonging and connection with one another and to the organization and staff feel empowered to do their best work. We specifically encourage people of color individuals who identify as LGBTQ and individuals with disabilities to apply for this position.
PROVAIL is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status sexual orientation gender identity or any other characteristic protected by law.
Required Experience:
Manager
Employment Type
Full-Time
