Operations Coordinator, Safe Kids Worldwide

Safe Kids Worldwide is a nonprofit organization working to reduce preventable injuries to children ages 0-19 and building sustainable systems to protect all families.

Safe Kids works with strategic partners and an extensive network of more than 400 coalitions in the U.S. to reduce traffic injuries, drownings, sleep-related deaths, falls, burns, poisonings, and more. We achieve this work through a public health approach that includes research, interventions to educate and raise awareness, safety device distribution and advocacy at the federal, state, and local levels. Safe Kids also supports a worldwide alliance of like-minded organizations in more than 20 countries. Since 1988, Safe Kids and its partners have contributed to a more than 60 percent reduction in the rate of fatal childhood preventable injury in the U.S.

The Operations Coordinator supports the day-to-day operations of the organization by coordinating initiatives, processes, resources, meetings and information across departments. This role provides comprehensive administrative support, including scheduling meetings, maintaining calendars, organizing files, and supporting daily office operations.

The Operations Coordinator manages multiple projects simultaneously to ensure smooth, efficient, and timely organizational processes in a fast-paced environment.

The position serves as a front-line point of contact, providing high-quality customer service, maintaining effective office operations, and offering logistical support for meetings and events.

Additional responsibilities may include data entry, research, reporting, and supporting special projects as needed.

Minimum Education
Bachelor's Degree (Required) Or Relevant experience beyond the minimum required work experience may substitute the educational requirement on a 1-to-1 ratio. (Required)

Minimum Work Experience
1 year (Required)

Required Skills/Knowledge
Excellent communication, interpersonal, and writing skills.
Proficiency in Microsoft Office.
Detail oriented with strong analytical and problem-solving skills.
Ability to work in a fast-paced environment.
Capable of building and maintaining strong relationships.
Strong organizational, time management, and multi-tasking skills.
Team coordination and leadership skills.
Ability to provide courteous, responsive, and solution-oriented support.
Ability to anticipate needs and address potential issues.

Functional Accountabilities
Administrative and Office Operations Support

• Provide comprehensive administrative support to ensure smooth daily office operations.

• Perform routine administrative tasks, including data entry, filing, correspondence, and record maintenance.

• Assist with monitoring and maintaining organized office systems, files, databases, and shared resources.

• Maintain accurate and organized documentation for operations and projects.

• Support onboarding, internal communications, compliance with internal policy and procedures, and other staff coordination processes.

• Coordinate travel arrangements, related expenses and reporting.

• Contribute to continuous organizational improvement efforts by identifying process gaps and efficiencies.

• Monitor operational needs and escalate issues as appropriate.

• Provide organizational support as required by other departments

Project and Initiative Coordination

• Support the planning, implementation, and tracking of organizational projects and initiatives through completion.

• Track project timelines, tasks, and deliverables to support on-time delivery.

• Coordinate information sharing and activities across departments to promote collaboration.

• Assist in preparing project materials, background research, reports and updates.

• Maintain accurate project documentation and records.

Resource and Logistics Coordination

• Coordinate scheduling and use of organizational resources, including meeting spaces, equipment and supplies.

• Coordinate logistics for meetings, trainings, and events, including room set up, materials and technology needs.

• Coordinate preparation of materials and resources for internal and external activities and events.

• Support Inventory and supply management.

Customer Service

• Serve as front-line point of contact for partners, donors, and other customers.

• Handle routine customer service inquiries. Anticipate and respond to customer needs. Follow up until completed.

• Respond to requests in a timely, professional and courteous manner.

• Identify areas for improvement within customer service.

• Exercise initiative and independent judgment to solve customer issues.

Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance