Operations Coordinator

Council of Presidents; Olympia (WA); Hybrid; USD 62,000 - 68,000; Full time

Job summary

The Council of Presidents (COP) seeks an Operations Coordinator to support its four directors, including the Executive Director, with office operations, financial tasks, and administrative duties in a hybrid role based in Olympia, Washington.

The successful candidate will be highly organized, resourceful, and adept at coordinating schedules, meetings, and travel, with strong communication and problem-solving skills. Monday–Friday, 8 a.m.–5 p.m., occasional overnight travel.

Qualifications

• Associate degree required; bachelor’s degree preferred.
• At least four years of progressively responsible experience in office operations or administrative support.
• Strong written and verbal communication and organizational skills.
• Proficiency with Microsoft Office and virtual meeting platforms.
• Experience managing schedules, coordinating meetings, and travel arrangements.

Responsibilities

• Manage daily office operations and vendor/contractor relationships.
• Provide executive and administrative support to four directors, including the Executive Director.
• Coordinate meetings, agendas, materials, and follow-up actions.
• Maintain calendars, travel arrangements, and conference attendance.
• Prepare and submit quarterly reports and handle HR paperwork as needed.

Skills

Scheduling coordination

Communication

Problem solving

Independent judgment

Relationship-building

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Virtual meeting platforms

Job description

Position overview

The Operations Coordinator is an essential member of a small, dynamic team that supports the mission and goals of Council of Presidents (COP). This position provides operational and administrative support for COP’s four directors, including the Executive Director. The ideal candidate is highly organized, resourceful, and a strong problem solver, comfortable exercising independent, sound judgment. This position also calls for excellent relationship-building skills, representing COP professionally with member institutions, partner agencies, and other stakeholders.

About the Council of Presidents

The Council of Presidents is the association of Washington’s six public universities. For more than 50 years, COP has strived to be a common voice for its member universities and the most respected and trusted resource for decision makers on issues affecting public higher education in Washington. Additional information on COP’s mission and role can be found on our website.

Responsibilities

Office operations

• Manage daily office operations, including office equipment and supply inventory, and purchase office supplies as needed.
• Act as a direct liaison with the building manager, vendors, and contractors, including phone and copier service providers, for on-site repairs, deliveries, and upgrades.
• Serve as the primary point of contact for IT support, submitting help desk tickets and troubleshooting technical issues.

Financial operations

• Maintain accurate financial records and perform monthly budget reconciliation.
• Code and reconcile p-card and travel card transactions. Process accounts payable and staff travel reimbursements.

Executive and administrative support

• Coordinate and schedule meetings. Prepare agendas and other materials, provide support during meetings and webinars as needed, and ensure follow-up actions are completed.
• Maintain regular contact with representatives from member institutions and partner agencies to coordinate schedules and logistics.
• Coordinate staff calendars, travel arrangements, and conference attendance.
• Serve as the point of contact for HR-related paperwork and inquiries, including onboarding, compensation changes, and other personnel forms.
• Prepare and submit quarterly PDC reports.

Events

• Organize and manage events, including venue and vendor selection, attendee communications, and other logistics, and an annual gathering of up to 100 attendees.

Provide support for special projects and perform other duties as assigned.

Minimum qualifications

• Associate degree required; bachelor’s degree preferred.
• At least four years of progressively responsible experience in office operations, office management, or administrative support, including experience operating with a high degree of autonomy.
• Strong written and verbal communication and organizational skills.
• Technical proficiency with Microsoft Office suite and virtual meeting platforms.
• Experience managing schedules, coordinating meetings, and making travel arrangements.

Desired qualifications

• Experience with state government processes, higher education, or the legislative process is preferred.
• Event planning experience is preferred.

Additional information

• This is a hybrid position, located in Olympia, WA. Regular in-office days are required, along with on-site presence as needed to meet vendors, technicians, and deliveries, and to manage the physical office. Upon hire, you must live within a commutable distance from our office.
• This position follows a Monday through Friday, 8 a.m. to 5 p.m. work schedule.
• This position requires 1-2 nights per year of overnight travel.

Benefits

This is an exempt position with the State of Washington and is eligible for a comprehensive state employee benefits package: medical, dental, and vision insurance; retirement plan; and paid time off, including vacation, holidays, and sick leave. In addition, we offer professional development opportunities and hybrid work options.

Compensation and position details

Position Title: Operations Coordinator

Reports to: Executive Director

Job Type: Full Time, Permanent

Location: Olympia, WA

Salary: $62,000-$68,000

Commitment to diversity

The Council of Presidents is committed to creating a diverse workplace and is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.