OVERVIEW
For three decades, School’s Out Washington (SOWA) has served a critical role to advance equitable expanded learning ecosystems in Washington state. We work to ensure high-quality afterschool and summer programs are available so all of Washington’s youth—and especially low-income youth and youth of color—can have the opportunities they deserve to thrive. SOWA is dedicated to building responsive community systems to support quality afterschool, youth development, and summer programs for Washington’s children and youth ages 5-24.
POSITION SUMMARY
SOWA administers the Refugee School Impact Program (RSIP), which is funded through multiple contracts with Washington State. SOWA funds and subcontracts with school districts and community organizations to support refugee students’ academic performance and successful school integration.
The Refugee Student Impact Program (RSIP) Coordinator provides operational and administrative support to the RSIP team to coordinate grantmaking and programmatic administrative activities, including paperwork processing, data entry, training logistics, team calendar monitoring, and technical assistance for grantees.
This position is made possible through contracts that are currently secured through September 2025. This position could be extended beyond that time if contracts are renewed.
Reports to: Refugee School Impact Program Director
Location: 625 Andover Park West Suite #101, Tukwila, Washington. This is a hybrid position. Some of the job duties are required to be performed onsite at SOWA’s Tukwila office, hence candidates must reside within a reasonable daily commuting distance to Tukwila, Washington. Some duties can be done remotely.
Administrative Program and Grant Support
- Provide administrative support for the Refugee School Impact Program and its grant administration, including contracting documentation, invoicing and payment, and maintenance of documentation required by grant;
- Compile and track grant application and grantee paperwork;
- Maintain paper and digital filing systems for the Refugee School Impact Program;
- Assist with program data entry activities, including processing and entering student demographic and eligibility data from grantees;
- Assist with data maintenance in Salesforce and Smartsheet;
- Track and support grantee submission of outcome data as needed;
- Schedule grantee site visits and support the development of monitoring reports as needed;
- Provide logistical support for virtual and live team meetings, grantee convenings, grant information sessions, and stakeholder events, including but not limited to coordination of venue, food, materials, supplies, registration, scheduling and notetaking;
- Support RFP processes and RFP outreach as needed;
- Provide technical assistance to grant applicants and grantees as needed;
- Manage overall RSIP team calendar;
- Provide administrative support for RSIP Director;
- Support the RSIP team with scheduling, travel arrangements and uploading receipts;
- Track and maintain grantee information in Elevate Washington database;
- Provide general support with copying, maintaining filing systems, ordering supplies, and mail service;
- Respond to requests for information and resources, make referrals to outside resources, and provide customer service to individuals requesting assistance from the Refugee School Impact Program;
Training Supports
- Coordinate refugee content development for trainings, workshops, symposiums and other professional learning events through multiple delivery methods including in-person and virtual workshops and other delivery methods, as applicable;
- Ensure that several sessions relevant for refugee-serving providers are included in the development of the annual calendar of professional development events in coordination with the Program Quality and Professional Learning teams;
- Recruit and coordinate contract development, communications and payments for field level experts on refugee content as independent contractors to delivering content for refugee-serving providers;
- Coordinate logistics for virtual and live trainings, including, but not limited to planning, registration, technology support, materials, room hosting, and other day-of logistics;
- Enter training and participant data into the Salesforce database for trainings on refugee content;
- Communicate with grantees regarding workshops and trainings, including supporting participants’ registration and participation, as needed;
- Develop feedback loops with grantees to develop relevant and useful content;
- Participate in Program Quality team meetings as needed for coordination of the training calendar.
Bridge Conference
- Ensure that content for refugee-serving providers is included in the annual Bridge Conference;
- Support presenters of refugee content, including recruitment of presenters and dissemination of the Bridge workshop RFP;
- Support the development of contracts and communications with presenters and/or exhibitors of refugee content;
- Coordinate the registration, scholarship, and lodging process for Refugee School Impact participants attending the Bridge Conference.
Refugee School Impact Content and Resources
- Update website content on resources for serving refugee children, youth, and families;
- Develop communications for regular dissemination of resources to grantees and manage communications calendar to grantees;
- Keep abreast of needs, issues, best practices, emerging trends and research related to refugee youth.
Other Responsibilities
- Support special organizational projects as assigned;
- Commitment to addressing racism, sexism, heterosexism and other discriminatory practices;
- Commitment to working toward racial equity through undoing institutional and structural racism, including active participation in organizational learning;
- Participate in weekly team meetings and bi-weekly SOWA staff meetings;
- Serve as an ambassador for the organization at all times both formally and informally.
QUALIFICATIONS AND COMPETENCIES
- Two years of related work experience;
- Experience working with diverse individuals, groups, communities and organizations;
- Strong organizational and communication skills;
- Excellent attention to detail;
- Ability to work independently and as part of a collaborative team;
- Ability to prioritize among multiple tasks;
- Proficient in MS Word, Excel, PowerPoint;
- Experience in a Customer Relationship Management (CRM) database, such as Salesforce and Smartsheet preferred;
- Must be able to independently travel between work-related appointments and to independently transport equipment and supplies between work-related appointments;
- Requires flexibility in time requirements/constraints; may require some early morning, evening, weekend meetings.
SALARY, HOURS, AND BENEFITS
40 hours per week, Monday-Friday
Fair Labor Standards Act (FLSA) Classification: Salaried Nonexempt
Hiring range: Pay band 22, $52,000-$60,000 based on relevant experience. Over time, the employee in this role may earn up to $67,000 per year with additional years of service.
Benefit package includes medical, dental, vision, long-term disability, 403b retirement savings plan, and generous paid time off.
Our Equity Commitment: School’s Out Washington is an Equal Opportunity Employer. School’s Out Washington has a commitment to addressing racism, sexism, heterosexism and other discriminatory practices and a commitment to working toward racial equity through undoing institutional and structural racism. Women, People of Color, and LGBTQ individuals are encouraged to apply.
HOW TO APPLY
Interested candidates should send their resumes and cover letters to jobs@schoolsoutwashington.org with the subject line, “Refugee School Impact Program Coordinator.”
Please send your resume and cover letter as one document. Cover letters should be no more than 2 pages and should outline how your professional background, experience, interests, and passions specifically correlate to the position and School’s Out Washington’s mission and work.
Applications received by 5:00 PM PST on May 10, 2024, will receive full consideration. Applications will continue to be accepted after this date. However, preferential consideration is given to those submitted by 5:00 PM PST on May 10, 2024. The announcement will remain posted until the position is filled.