Lead Operations Coordinator - Victim Service Center

Overview

Partners The Partnership for Domestic Abuse Services (PDAS) and Bridges to Safety

Address 15 West Kellogg Boulevard, Room 140, St. Paul, MN 55102

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Website (Use the "Apply for this Job" box below)..org

Title: Lead Operations Coordinator

Approximate FTE: 0.62 FTE; 8.25 hours per day, Monday, Wednesday and Friday

Responsible to: The Governance Committee. All personnel-related issues directed to SPIP Executive Director

I. Bridges to Safety

• Serve as a warm and friendly first contact for Bridges to Safety participants, visitors, and partners.
• Support the safety, dignity and comfort of participants at Bridges to Safety.
• Exercise discretion when engaging with participants at the main door, front desk or in front of other participants, being mindful of sensitive situations.
• Provide proper intake and paperwork for all potential Bridges to Safety participants; distribute and collect Participant Satisfaction Surveys.
• Engage children of participants in safe, age-appropriate activities while they wait.

• Assist in assuring the effective delivery and quality of services to victims at Bridges to Safety.
• Answer front desk/multi-line telephone; ensure front desk, lobby, children’s room, and kitchen are clean, stocked, neat, and organized.
• Data entry: daily/weekly appointment and service tallies; accurate entry of participant demographic data; collect and enter Satisfaction Survey responses.
• Monitor real-time flow of participants and partners; monitor safety and security in collaboration with relevant agencies as needed.
• Ensure PDAS partners on site are aware of and follow the Bridges to Safety Operations Manual and PDAS Confidentiality and Data Sharing Policy.
• Recruit, screen, train, schedule, and supervise volunteers as needed.
• Order office supplies; submit check requests or reimbursements per SPIP policies.

• Review monthly expenses and report variances or concerns to SPIP Executive Director and Governance Co-Chairs as appropriate.

• Create and maintain copier user IDs for member agencies.

• Manage PDAS, On Site Services and Governance list servs.

Coordinate IT/Tech Support and service for office equipment as needed; enter all building service requests; report issues to SPIP Director or Governance Co-Chairs.

Check-in/out access cards and keys; serve as Day One contact and update certification.

Provide monthly backup of front desk and coordinators’ computers’ contents onto a jump drive on the first business day of each month.

Pickup, record and respond to BTS voicemail messages in a timely manner.

Review and maintain BTS Coordinator Manual and Front Desk Quick Reference to ensure latest information.

Provide and arrange on-site partner trainings and orientation for all new on-site providers, including tours and confidentiality policy.

• Other duties as assigned by employing agency or Governance Co-Chairs.
• Report serious issues, incidents and/or accidents to SPIP ED and Governance Co-Chairs.

II. Administrative Support for PDAS Committees

• Identify and connect PDAS/BTS services to unserved and underserved individuals and communities.
• Promote PDAS/Bridges to Safety and maintain positive relationships with member programs and other partners.
• Record member participation and maintain historical meeting minutes; coordinate PDAS meetings including room reservations, announcements, minutes and follow-up.
• Assist in monitoring the PDAS/Bridges to Safety budget and in reporting procedures.
• Provide on-site services management, meeting coordination, minutes, follow-up, admin support and training coordination.
• Coordinate PDAS trainings (room reservations, announcements, registration, sign-in, attendee surveys).

III. Communications

• Maintain PDAS/BTS key communications (listservs, website, social media).
• Create, distribute and post Week at a Glance to On Site Services and PDAS Listservs.
• Compile and distribute demographics to On Site Services and PDAS Listservs.
• Act as a conduit to Governance and On-Site Services Committee chairs regarding emerging issues and trends at BTS.

IV. Additional Responsibilities

• Attend mandatory trainings (e.g., de-escalation techniques).
• Assist SPIP ED and Operations Coordinator in gathering information for potential funding sources and reports.
• Perform other duties as requested by the employing agency and/or Governance Co-Chairs.
• Report absences and submit leave requests to SPIP; track daily activities on timesheet.

• High School Degree or equivalent.
• Sensitivity to domestic violence issues and their impact on victims, children, and the community.
• At least two years of administrative and/or front desk/receptionist experience.
• High proficiency in Microsoft Office (Word and Excel).
• Excellent verbal and written skills.
• Experience operating a multi-line telephone system.
• Experience working with people from diverse backgrounds.
• Ability to maintain a warm, friendly, non-judgmental attitude.
• Multi-tasking and ability to work calmly under pressure.
• Willingness to abide by Bridges to Safety…