Operations Assistant

ABOUT PUGET SOUND TRAINING CENTER

Puget Sound Training Center (PSTC) is a workforce development nonprofit organization dedicated to helping individuals achieve economic self-sufficiency through employment, skills training, and supportive services. PSTC serves diverse populations throughout King County, including refugees, immigrants, low-income individuals, and job seekers facing barriers to employment. Through workforce training, employment services, career coaching, and community partnerships, PSTC empowers participants to build sustainable careers and strengthen their communities.

PSTC is seeking an organized, resourceful, and detail-oriented Operations Assistant to support organizational operations, administrative systems, project coordination & events, donor engagement, community outreach, and basic financial administration.

POSITION SUMMARY

The Operations Assistant provides administrative, operational, project/event coordination, donor engagement, and community outreach support to advance PSTC’s organizational priorities. This position helps maintain efficient and organized internal systems, coordinate organizational projects/events, support fundraising and donor stewardship activities, conduct outreach to community members, key partners and prospective program & training participants, and assists with routine financial administration.

The Operations Assistant will work across several functional areas and must be comfortable balancing administrative responsibilities with outreach activities along with special projects & events. The ideal candidate is proactive, dependable, organized, and able to manage assignments independently while communicating effectively with leadership and staff. This position is an opportunity for someone who enjoys improving systems, coordinating projects/events, building relationships, and contributing to the day-to-day effectiveness of a mission-driven nonprofit organization.

KEY RESPONSIBILITIES

ADMINISTRATIVE AND ORGANIZATIONAL SUPPORT

• Provide administrative support and assist with organizational priorities under the direction of management.
• Create and maintain digital files, documents, spreadsheets, records, and internal resources.
• Prepare, format, proofread, and organize reports, meeting & event agendas, PSTC presentations, forms, and other documents.
• Assist with scheduling meetings, coordinating calendars, preparing agendas, and documenting meeting notes and action items.
• Track deadlines, timelines, outstanding tasks, follow-up items, and project/event milestones.
• Maintain organized systems for storing and retrieving important organizational information.
• Assist with routine correspondence, internal communications, and follow-up with staff and external partners.
• Help coordinate office administration, supplies, vendor information, subscriptions, and other operational needs as needed.
• Handle confidential organizational, personnel, donor, and financial information with discretion.
• Assist with coordinating internal requests and ensuring assigned operational tasks are completed.
• Support the implementation of organizational procedures and administrative improvements.
• Help maintain organized records related to vendors, contracts, subscriptions, supplies, and other operational needs.

BASIC FINANCIAL AND BOOKKEEPING SUPPORT

• Assist with organizing invoices, receipts, purchase requests, and supporting financial documentation.
• Maintain spreadsheets and tracking logs for expenses, purchases, and other routine financial information as needed through QuickBooks.
• Assist with invoice preparation, payment tracking, and follow-up on outstanding documentation as needed.
• Support routine accounts payable and accounts receivable administrative tasks as assigned.
• Assist with maintaining organized documentation for grant expenditures and program-related purchases as needed.
• Help compare transaction records against receipts and other supporting documentation.
• Assist with maintaining organized records of donations and other incoming funds in coordination with management.
• Other duties as assigned.

DONOR RELATIONS AND FUNDRAISING SUPPORT

• Assist with maintaining and updating donor records, contact lists, and fundraising databases.
• Support donor engagement initiatives, including thank-you communications, donor follow-ups, and stewardship activities.
• Help organize donor information, giving history, contributions, and fundraising activity records.
• Support fundraising campaigns by coordinating outreach lists, tracking engagement, and documenting campaign progress.
• Assist with organizing fundraising events, donor meetings, community giving initiatives, and related initiatives.
• Help track donations and maintain organized supporting documentation in coordination with management.
• Assist management with preparing donor updates, impact summaries, and other materials communicating PSTC’s mission and the impact of its programs.
• Maintain confidentiality and follow organizational procedures when handling donor information and financial records.

COMMUNITY OUTREACH AND ENGAGEMENT

• Conduct scheduled phone and email outreach campaigns to community partners, prospective partners, community members, and potential program participants.
• Follow up with prospective participants who have expressed interest in PSTC’s services and connect them with the appropriate staff members.
• Assist with partner outreach to maintain relationships, share program updates, confirm interest in collaboration, and identify opportunities for engagement.
• Assist with outreach to employers, community organizations, referral partners, and other stakeholders who may connect individuals to PSTC’s services.
• Maintain accurate records of calls, emails, responses, follow-up needs, and outreach outcomes using designated tracking systems.
• Assist with distributing program information, event invitations, newsletters, and other approved outreach materials as needed.
• Support recruitment efforts for classes, workshops, community events, and other organizational activities.
• Help identify potential community partners, referral sources, and outreach opportunities.
• Communicate feedback, frequently asked questions, and emerging outreach opportunities to management.
• Represent PSTC professionally and communicate its mission, programs, and services accurately.
• OTHER DUTIES AS ASSIGNED

*This job description reflects the core responsibilities of the position and is not intended as an exhaustive list. It is expected that the role may include other related duties as assigned, consistent with the overall scope of the position.

QUALIFICATIONS

REQUIRED QUALIFICATIONS

• Experience in administrative support, operations, project coordination, office administration, or a related field.
• Strong organizational skills and attention to detail.
• Ability to maintain accurate records and manage digital files.
• Ability to manage multiple assignments, prioritize tasks, and meet deadlines.
• Strong written and verbal communication skills.
• Professional telephone and email communication skills.
• Ability to communicate effectively with individuals from diverse backgrounds.
• Experience with donor relations, fundraising administration, or nonprofit development support.
• Proficiency with Microsoft Office or Google Workspace, including word processing, spreadsheets, email, and calendars.
• Familiarity with basic bookkeeping, invoice processing, expense tracking, or financial recordkeeping.
• Experience with accounting software, such as QuickBooks, or similar financial systems.
• Ability to handle confidential information professionally and responsibly.
• Strong follow-through, problem-solving skills, and the ability to work independently.
• Ability to balance administrative responsibilities with outreach and project-based assignments.
• Willingness to learn new software, systems, and organizational procedures.
• Ability to work collaboratively with a small team in a nonprofit environment.

PREFERRED QUALIFICATIONS

• Experience supporting a manager, director, or organizational leadership team.
• Experience conducting phone outreach, making follow-up calls, or participating in calling campaigns.
• Experience in community engagement, student recruitment, customer service, sales support, or partnership development.
• Experience working in a nonprofit, workforce development, education, or community-based organization.

*Equivalent combinations of education, training, and practical experience will be considered.

Pay: $25.00 per hour

Expected hours: 15.0 per week

Benefits:

• Flexible schedule
• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• project coordination or event planning: 2 years (Required)

Language:

• English (Required)

Ability to Commute:

• Renton, WA 98057 (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person