Catholic Community Services Of Seattle , WA 98113
Administrative Operations Manager for the CHS Community Development Center is responsible for developing and maintaining internal systems, administrative support and office support for a department that develops affordable housing projects which are designed to meet the housing and supportive services needs of low-income individuals or families. This position will also work with communities of concern assisting them in developing systems, processes and structures of governance that strengthen and build on the community's existing assets. The Housing and Community Outreach and Operations Manager will work closely with the VP of Community Development, housing developers, the Catholic Collaboration Center and other Agency Support Staff in coordinating and supporting internal staff and our community partners in their development and organizing activities.
Internal Systems Support
Work with housing development staff to draft and track CDC internal communication ensuring clear and transparent communication with CCS and CHS Champions, Agency leadership and with the Board of Trustees. This work includes preparing board reports, preparing and coordinating the flow of project tracking reports, dynamic presentations, drafting board resolutions, updating and improving project tracking forms and processes.Coordinate the contracts process and ensure legal protocol is followed.Maintain the departmental Procurement Process; assist development team with procurement of vendors, vendor compliance tracking and vendor verifications for development activities.Coordinate weekly team meeting agendas and keep minutes that inform and track action items that build toward mutual accountability of all involved
Assist in creating operational strategies that improve operations and efficiencies for the CDCAssist CDC staff with preparing funding applications.Shepard and coordinate the housing development process in a manner that creates a transparent and stream-lined process that clearly communicates with the Agency leadership, Champions and Stewards.Manage the VP of Housing and Community Development's calendar by developing and leveraging key internal and external relations including the VP's constituents and special interest groups. This is accomplished by:
Maintaining a clear understanding of the VP's activities.
Determining the effective use of VPs schedule related to his daily and long term goals
Exercising the necessary discretion in setting meetings to accomplish the VP's identified initiatives and activities
Prepare correspondence and communications for the VP and the department and the Collaboration CenterCoordinate VP meetings with internal and external attendees using online collaboration and scheduling tools and other methods. Responsible to schedule date, time, location and send agenda to others.Provide support and assures the on-time completion of special projects as requested by the VP and other identified staff
Administrative Support and Office Management
Maintain department Project Summary reports.Plan Housing Development Update meetings with CHS staff including facilitating meeting, developing agenda, preparing presentation materials. Taking and distributing meeting minutes and notes.Organize and facilitate Housing Ministry Team, Housing Development Update and other Catholic Collaboration Center meetings including facilitating meeting, developing agenda and preparing presentation materials and taking and distributing meeting minutes and notes.Coordinate Development Agreements with clients.Assist with project close out as directed by project managers.Maintain project files according to Department filing protocol.
Community Partner Support
Work with VP of Community Development and community partners to build organizational structure and governance.Assist in preparing presentations to both internal and external parties
Convene meetings with VP, agency leadership, community partners, elected officials and government agencies and provide hospitality for hosted meetings
Minimum 4 years of executive level administrative support.
Proficient in MS Word, PowerPoint, Adobe and Excel and social media platforms.
Ability to communicate with a diverse audience at various levels internally and externally.
Excellent written and communication skills.
Highly organized and able to organize leaders
Ability to be self-motivated with a desire to learn and collaborate with others.
Quick learner/ability to problem solve by connecting information from previous projects and identifying industry resources.
Strong attention to detail with the ability to maintain organization and follow-through.
Able to change frequently between tasks and maintain work quality.
Experience conducting research.
Applicant must successfully pass required background checks prior to an offer of employment.
Ability to work both independently and as a member of a team.
Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.