Safety and Operations Coordinator

The Safety and Operations Coordinator will work under the supervision of the Director of Operations to support the organization's operations team with various administrative tasks. This includes managing calendars, creating purchase orders and expense requests, corresponding with staff and external stakeholders, conducting administrative work, and planning meetings and events.

• Perform a wide range of administrative tasks to support the Director of Operations.
• Define, maintain, and refine internal processes that support the operations team, coordinating internal and external resources to expedite workflow.
• Monitor the organization's general phone line and email account, managing the flow of information in a timely and accurate manner.
• Manage the director's email, phone correspondence, and calendar, scheduling meetings and events.
• Log, open, sort, and distribute incoming mail.
• Conduct onsite and offsite assignments, coordination, and purchases.
• Prepare meeting agendas and materials, and take meeting minutes.
• Prepare contracts and agreements for execution.
• Monitor budget, including developing tracking mechanisms, tracking expenditures, providing reports, and liaising with finance.
• Maintain expenditures and reconcile accounts, using budget tracking tools.
• Create purchase orders and expense forms, track and file invoices and expense forms.
• Participate in meetings as directed, generating agendas, recording minutes, and supporting with follow-up and deliverables.
• Creating presentations, documents, files, spreadsheets, and databases.
• Support the HR department with administrative functions as needed.
• Perform administrative work, such as scanning, filing, making copies, entering data, etc.
• Support with COVID-19 policy enforcement and tracking as needed.
• Support with Safety tasks, such as site and vehicle inspections and safety correspondence as needed.
• Multitask across multiple projects, triaging as necessary to ensure success.
• Maintain professionalism and strict confidentiality with all information and materials, exercising discretion.
• Order business cards for staff and manage business card submissions.

• High school diploma or general education degree (GED) is required.
• Bachelor's degree in any related field is a plus.
• 1-2 years of experience performing administrative tasks is required.
• 1-2 years of experience creating presentations, documents, files, spreadsheets, and databases is required.
• 1-2 years of experience developing tracking mechanisms, tracking expenditures, providing reports, and liaising with finance is required.
• 1-2 years of experience as a safety or operations coordinator or any similar role is preferred.
• An uncompromising sense of integrity and ethics, discretion, and confidentiality.
• A high quality of character and be honest, trustworthy, and reliable.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Excellent knowledge of Microsoft Suite and Google Suite; knowledge of Slack, Asana, DocuSign, Zoom, and preferred.
• Strong analytical, writing, and organization skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong initiative and leadership skills.
• Ability to communicate effectively.
• Self-starter attitude.

Prolonged periods of sitting at a desk and working on a computer.

Changes in the environment, such as the office or outdoors.

Physical effort/lifting, such as sedentary-up to 15-20 pounds at times.

Mandated Reporting Requirements: The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

COVID-19 Vaccination Requirements: Effective August 9, 2021, the State Health Officer has mandated that all workers, paid or unpaid, in homeless services organizations must provide proof of vaccination. If eligible for a booster shot, proof of booster is also required. If not fully vaccinated, weekly COVID-19 testing is necessary depending on the program. Please submit proof of vaccination to HR@safeplaceforyouth.org. To request a reasonable accommodation or exemption, please get in touch with HR at the same email address. It's important to note that these accommodations are limited.

Driver Positions: Applicants are required to provide a copy of their driving record from the Department of Motor Vehicles, along with a copy of their valid driver's license and proof of insurance. Job offers are contingent upon a satisfactory driving record. Examples of an unsatisfactory driving record include:

• Suspended or revoked license.
• Three or more moving violations in the past 36 months.
• Any violations, including drugs, alcohol, controlled substances, within the past 24 months.
• Reckless driving, including hit and runs, within the past 24 months.
• At fault accidents, resulting in fatality or serious injury, within the past 5 years.

The motor vehicle record will need to include a review of all states listed on the individual's employment application and resume. See instructions on obtaining your driving record below:

https://www.dmv.ca.gov/portal/customer-service/request-vehicle-or-driver-records/online-driver-record-request/

For driver positions, driving is an essential job function and cannot be reasonably accommodated, employment may be discontinued.

NOTE: All staff members will be considered introductory employees for the first three months of employment and will not be considered regular employees until the conclusion of this period. SPY reserves the right to extend an employee's introductory period. In no way does the expiration of this introductory period change the fact that all employees are at-will. It is the supervisor's responsibility to orient the employee and to communicate the expectations of the supervisor and SPY, as well as to evaluate whether the employee has the necessary level of skill, job knowledge, motivation, and attitude to become a regular member of the SPY staff. New employees are also encouraged to seek guidance and assistance during this period. Employees who fail to demonstrate the expected commitment, performance, and attitude may be terminated at any time during the introductory period. However, completion of the introductory period does not change or alter the 'at-will' employment status. Employees continue to have the right to terminate their employment/business relationship at any time, with or without cause or notice, and SPY has the same right. The organization, in its sole discretion, may change the job duties, responsibilities, and assignments of any position, at any time.

Safe Place for Youth offers a competitive benefit package including comprehensive health coverage, 403b with agency contribution, and vacation/sick time. We also offer unique perks including weekly meditation/mindfulness and professional development opportunities that are tailored to your individual career growth.

All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. Safe Place for Youth does not discriminate on the basis of any protected status under federal, state, or local law. Safe Place for Youth is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider employment-qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Please include references in your application.