Operations Specialist

Operations Specialist

Hours: 15-25 hours per week (scheduled in 4 hour blocks at least two weeks ahead of time)
Compensation: $22.00/hr

Reports to: Operations Manager (escalates to Operations Director)

Description: 

Our Operations Specialists play a very important role in our organization.  Behind the front desk, they are the first point of contact for everyone who steps in the door, setting the tone for our students’ entire experience. As a liaison to the facility, the programs, and our registration platform, the OS acts as a key support system until students’ departure. Through excellent customer and administrative support, they ensure a seamless journey for our staff, student base, and community members.

Responsible for providing essential administrative and office support to the Operations Manager, they are crucial for the smooth functioning of our onsite operations in both Georgetown and SoDo locations, assisting in both logistical and experiential elements of our educational programs and artist services. 

Job Duties and Responsibilities:

  • Mid-to-low level maintenance and facilitation of our booking software (Amilia) including:
    • Creating bookings for series, workshops, drop-in classes and independent trainings
    • Registering students for classes and/or assisting students to register themselves
    • Creating and closing payment invoices
    • Comprehensive reviews of instructor/calendar conflicts, cancellations, and substitutions as necessary
    • Recording attendance during check-in, following-up with no-shows
    • Issuing refunds for class cancellations
    • Maintaining student database
    • Informing / facilitating student level advancements 
    • Supporting other programming needs such as substitute coaching records and private lesson requests
  • Front-facing interactions with students, parents, vendors and visitors upholding high standards of customer service and community support including:
    • Actively responding to customer questions,  membership and event questions, inquiries, and feedback.
    • Answering phone, voice mail, and email inquiries about SANCA (or transferring to appropriate parties)
    • Maintaining excitement about the culture and community at both SANCA locations 
  • Key support for state of facility including:
    • Maintaining a clean, organized, well-stocked and presentable facility and retail area for members and guests
    • Performing regular bathroom and facility walkthroughs, immediately remedying instances in need of attention
    • Maintaining customer lost and found area, keeping the area organized and properly labeling lost items
    • Working with the maintenance team and other staff to perform regular cleaning duties. 
    • Following opening and closing cleaning and facility procedures. 
  • General clerical duties to include:
    •  Data entry, copying, faxing, mailing and filing.
    • Opening, sorting and distributing incoming correspondence, including faxes and email
    • Signing-for and distributing UPS/FedEx or similarly delivered packages.
    • Inventorying of office equipment and supplies
  • Creating and modifying documents using word processing, spreadsheet, database and/or other presentation software 
  • Assisting with special events, such as fundraising activities and productions
  • Advocating for safety protocols and promoting incident reporting procedures, encompassing:
    • Facilitating venue / rigging orientations
    • Communicating any and all rules of the space to new students 
    • Ensuring that all customers using the facility have an active waiver on file 
    • Responding to accidents and incidents following the Emergency Action Plan set forth by Athletic Director
    • Documenting incidents through incident report log
  • Various projects and tasks as assigned

Key Qualifications:

  • Excellent interpersonal skills and a friendly, approachable demeanor
  • Strong organizational abilities with meticulous attention to detail
  • Proficiency in computer software, including booking systems and office applications
  • Ability to prioritize tasks effectively and work independently in a fast-paced environment
  • Exceptional communication skills, both written and verbal
  • Capacity to follow oral and written instructions accurately
  • Ability to work both independently and collaboratively as part of a team
  • Familiarity with Google Suite or similar office productivity tools

Additional Preferred Qualifications:

  • Proficiency in operating standard office equipment, including computers, telephone systems, calculators, copiers, and facsimile machines
  • Strong writing, analytical, and problem-solving skills
  • Knowledge of principles and practices of organization, planning, records management, and general administration

SANCA is an Equal Opportunity Employer. www.sancaseattle.org

To apply, a resume and cover letter should be sent to recruiter@sancaseattle.org