Senior Business Operations Specilaist

Description

Crisis Connections is seeking an experienced Sr. Business Operations Specialist to facilitate the efficient business operations of the organization at our Seattle office. This position offers an exciting opportunity for an experienced professional to take on significant responsibilities, working closely with the Chief of Operations, and the Business Operations Manager, to manage day-to-day operations in an office environment, administrative tasks, and office projects with minimal supervision.

The ideal candidate will be a self-starter, comfortable working with minimal supervision, detail-oriented, an excellent communicator, and an organized multitasker who is able to manage many projects simultaneously and meet tight deadlines while ensuring excellent customer service and staff relations. This role reports to the Business Operations Manager. 

• Job Type:  37.5 hours per week, Non-exempt, Monday to Friday, 9am-5pm (some flexibility required)
• Location:  On-site, Seattle, WA
• Payrate: $36.16 per hour

Office & Administrative Management

• Take full ownership of the office environment, managing all office-related functions with minimal supervision.
• Ensure a welcoming environment for our staff, volunteers, and guests, ensuring all visitors complete the necessary documentation.
• Answer business office telephones in a prompt, professional and courteous manner; providing key information about our organization and services efficiently and courteously. Route inquiries to appropriate contacts.
• Ensures compliance with HIPAA (Health Insurance Portability and Accountability Act) requirements when engaging with callers, visitors and emails.
• Proactively identify and implement office improvements with the assistance of the Business Operations Manager.
• Oversee office resources, supplies, equipment, and maintenance needs, ensuring the office remains efficient, functional, and aligned with organizational goals.
• Provides timely communication on office related matters, concerns and problems to All Staff during Business Operations Manager absence.
• Manage and maintain office files, supplies, and shared resources for shared areas.
• Set up, monitor, organize, and stock all common areas and supplies.
• Ensures safety, security, and cleanliness of the work environment, such as offices, conference rooms, kitchen and shared areas, ensuring they are prepared and ready for meetings, events, etc.

Event Coordination & Logistics

• Manages Front Conference Room & Training Room events calendars, and ensures staff are following booking procedures.
• Coordinates and schedules services with office-related vendors, equipment service providers, food and beverage vendors, security, and cleaning services, etc.
• Supports Leadership team and Executive Assistant with meetings, events, and presentations as requested.

Facilities & Vendor Management

• Main point of contact for building and maintenance needs, including submitting work order tickets to the MSRE Portal Tenant System when required.
• Manages key card badge distribution, facility access, workspace assignments, and required documentation for new employees.
• Audits key card badges, including tracking active, terminated, and deactivated users in a timely manner in Excel and the MSRE Portal Tenant System.
• Coordinate and implement improvements to office facilities, such as new furniture, technology upgrades, or workspace reorganization, in alignment with organizational goals in absence of Business Operations Manager.
• Supports internal communications using MS office Teams, SharePoint, email, and chat.

Shipping & Receiving Mail Coordination

• Handle all incoming and outgoing office mail, ensuring timely distribution and proper documentation for financial transactions.
• Ensures pick up of packages via USPS, Fedex and UPS in coordination with IT and other departments.
• Assists with staff appreciation package creation and shipping.
• Checks mailbox daily, and PO Box weekly for incoming mail and returned packages.
• Manages donation processing, including tracking and organizing check donations using Excel, ensuring compliance with accounting protocols.

Leadership in Health & Safety

• Actively participates in health and safety committee meetings, managing documentation, follow-up actions, and making recommendations for improvements.
• Educate staff about safety procedures, conduct safety drills, and ensure compliance with workplace health standards.

Process Improvement

• Collaborate with the Business Operations Manager & Chief of Operations to review office operational processes and recommend improvements to increase efficiency and cost-effectiveness.
• Supports facility transition project including following up on action items, and project coordination in event of Business Operations Manager absence.

Additional Responsibilities

• Coordinate office-wide communications, including announcements, reminders, and updates to ensure smooth information flow throughout the organization.
• Serve as the secondary point of contact for crisis communications during emergencies or unexpected situations, ensuring timely resolution and clear communication with stakeholders in absence of Business Operations Manager.
• Perform additional duties as needed, taking on leadership responsibilities as the office evolves.

Qualifications

• Minimum 3-5 years’ work experience as an Office Assistant or similar role within a professional office environment.
• Proven ability to manage office operations independently, with a strong focus on organizational efficiency and continuous improvement.
• Strong interpersonal skills to effectively collaborate with internal & external stakeholders.
• Excellent verbal and written communications skills with keen attention to detail.
• Highly organized, detail oriented, and self-motivated.
• Demonstrates ability to take initiative, anticipate needs, and exercise sound, independent judgment.
• Advanced Proficiency in use of Microsoft Office suite, including Word, Excel, Outlook PowerPoint, Teams and SharePoint.
• Ability to multitask and prioritize workload in a fast-paced environment.
• Ability to work under pressure.
• Experience in mailing, shipping/receiving preferred.
• Experience of being trusted with highly confidential and sensitive information. This role involves access to secured client information, personnel information, use of a credit card and access to financial records and passwords.
• Experience working with individuals from diverse cultures and communities.

Requirements

Thriving employees means a thriving mission:

We work hard to embrace diversity and inclusion. We welcome everyone's lived experiences, cultures, and expertise, at Crisis Connections because it strengthens our team and the care we provide to the community. BIPOC, persons with disabilities, and members of the LGBTQ+ community are strongly encouraged to apply.

Working Conditions: Individuals in this position should be able to sit or stand for lengthy periods of time. Individuals will need to be able to wear a headset or earphones as they take calls and attend meetings. Individuals will need to manage several IT/software platforms at once and be able to function in an environment with moderate noise and distraction.

• This position will expose you to conversations about suicide, mental health issues and staff responding to crisis situations.

We are dedicated to supporting our employees by offering excellent benefits and career progression opportunities.

• Excellent medical, dental, and vision coverage
• Annual wage increases
• Generous Paid Time Off & 12 Paid Holidays
• Discount on ORCA transit pass
• Free Parking & Flexible Schedules
• Growth opportunities
• Self-care tools & weekly check ins with your supervisor

Voluntary Benefits

• Short-term and long-term disability
• Flexible Spending Accounts (FSA)
• 403B Retirement Plan

Offers Of Employment:

All offers of employment are contingent upon successful completion of a background check including a Criminal History Report and Reference Check.

Requirements

Computer Skills Assessment: Crisis Connections requires a basic Computer Skills assessment to measure computer literacy and skills. The assessment is approximately 15 minutes in length and timed. HR will provide a link to complete the test after screening qualified candidates.

• This assessment will be completed on the candidate's personal computer. Upon request, candidates may take the assessment at one of our 2 office locations as an accommodation. Additional accommodations for the assessment are provided upon request.

Technology Requirement:

• Smart phone with ability to download the Microsoft Multi-factor Authentication (MFA) application.

Internet & Work Environment Requirements:

• High Speed Internet access, including wired ethernet connection
• A quiet and confidential designated working area

Disclaimer:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. As an adaptive organization, responsibilities can and will change in alignment with greater efficiencies and mission metrics.

Equal Employment Opportunity And Non-Discrimination:

Crisis Connections (CC) is committed to equal opportunity for all employees and applicants. CC does not discriminate with regards to hiring, assignment, promotion, or other conditions of staff employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender, gender identity, veteran status, disability, genetic information, or any other status protected under local, state, or federal law.

In accordance with the Americans with Disabilities Act, upon request, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of our positions.

Crisis Connections is an equal opportunity employer. We value having employees whose skills, experience and background reflect the diverse populations we serve.