Operations Coordinator

Description:

Position: Operations Coordinator

Reports to: Director of Advocacy

Status/Schedule: Monday–Friday, 8:00 AM–5:00 PM. This is a fully in-person role based at the Edelman Children’s Court in Monterey Park. Occasional evening or weekend hours may be required.

Location: In-person position based at CASA of Los Angeles, Edelman Children’s Court, Monterey Park, CA

VISION STATEMENT

CASA/LA’s vision is a Los Angeles in which all children and families impacted by the child welfare and juvenile justice systems have equitable access to the resources and support they need to thrive.

ORGANIZATION MISSION

CASA of Los Angeles organizes the community to take action and advocate for children and families in LA County’s overburdened child welfare and juvenile justice systems.

Organization Overview

CASA of Los Angeles mobilizes community volunteers to advocate for children who have experienced abuse and neglect. The organization envisions a Los Angeles in which every child in the child welfare system has a dedicated advocate and the opportunity to thrive. CASA of Los Angeles is on a path to expand services across LA County so that it reaches a meaningful number of the 26,000 children in the dependency court system each year.

POSITION OVERVIEW

The Operations Coordinator supports the day-to-day operations of CASA/LA’s Advocacy Program and reports to the Director of Advocacy. This role coordinates referral intake, case assignments, volunteer support, and program logistics to help ensure children and youth receive timely, high-quality advocacy services.

Working closely with advocacy staff and volunteers, the Operations Coordinator maintains accurate case data, supports program workflows, and helps keep operations running smoothly. The ideal candidate is organized, detail-oriented, and collaborative, with the ability to manage multiple priorities in a mission-driven environment supporting children and families. This role plays an important part in ensuring children and youth are matched with CASA volunteers and receive consistent advocacy and support.

DUTIES & RESPONSIBILITIES

VOLUNTEER/ OFFICE SUPPORT

• Oversee process and policy regarding delivery/processing of CASA reports and documents to the court.
• Manage a caseload of “on leave” CASA volunteers and assist advocate supervisors in returning CASAs from leave.
• Represent CASA at meetings and presentations with community partners, as needed.
• Assist with administrative tasks related to CASA programming, development, and volunteer support, including scanning, copying, faxing, ordering supplies, mailing, and updating the CLC roster.
• Model positivity and collaboration in working with CASA volunteers, staff, and community partners.
• Provide quality and supportive service at the CASA reception desk by assisting CASA volunteers and guests, including managing phone inquiries.

REFERRAL AND WAITLIST MANAGEMENT

• Manage the intake process for referrals of children and youth to the CASA program; Respond to inquiries from community partners about the status of CASA referrals.
• Manage waitlist of children/youth awaiting CASA appointment, including quality of records and enrolling/dismissing cases per protocol.
• Audit waitlist to ensure cases have updated information and placement on the waitlist remains appropriate.
• Coordinate with advocacy and volunteer services team to match graduating CASA volunteers with cases on the waitlist.
• Assign CASA volunteers to view cases on the waitlist.
• Oversee assessment process to assign and track referrals completed by the advocacy team.
• Assist with caseload planning of Advocate Supervisors (i.e., graduations, transfers)
• Manage DocuSign account for NMD consent forms

ELECTRONIC CASE FILE OVERSIGHT:??

• Maintain compliance with CASA/LA policies and procedures, including documentation of their efforts in (ETO).
• Assist the advocacy team and CASA volunteers with case-related data entry.
• Assist with completing electronic case transfer procedures, including assigning new CASA graduates, and transferring CASAs between supervisor caseloads.
• Oversee EFile management of CASA Reports, Order of Appointments, CASA Referrals, Updates on Request
• Upload PMAs (psychotropic medication authorizations) to ETO
• Coordinate with IT department on issues relating to LASC Portal/ EFile CA

OTHER DUTIES:

• Attend and actively participate in one-on-one supervisory meetings and team group supervisory meetings.
• Manage CASA LA Duty Day Calendar.
• Coordinate issuance, tracking, and replacement of staff and volunteer badges in collaboration with HR, Advocacy, Volunteer Services as needed.
• Coordinate ordering, inventory, and distribution of office and program supplies, ensuring adherence to purchasing guidelines and proactive restocking.
• Serve as a point of contact for office operations needs, including coordination with facilities, vendors, and internal stakeholders as needed.
• Travel required on an as-needed basis, including occasional evening and weekend work.
• Participate in a minimum of 12 hours of continuing education per year.
• Other projects as assigned.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in the areas of human services, social work, psychology, or related field.
• Highly proficient in MS Office, and ability to work with new systems.
• Excellent organizational skills and ability to multi-task.
• Ability to work within a multicultural environment serving children and families of diverse backgrounds.
• Exceptional oral and written communication skills.
• Ability to pass a Livescan background check.

BE ABLE TO DEMONSTRATE THE FOLLOWING:

• Actively listens to concerns and exhibits patience even if in disagreement.
• Responds and communicates constructively and positively to others and their opinions with a collaborative and non-judgmental approach.
• Conveys the point of the discussion clearly, providing supporting information.
• Effectively cascades information to the team and actively solicits opinions and input.
• Exhibit emotional control during all encounters whether in agreement or not.
• Proactively takes responsibility for self.
• Builds professional, positive, and respectful relationships.
• Proactively address and exceed internal and external needs and expectations.

PREFERRED

• Bilingual Spanish strongly preferred.
• Experience in the field of child welfare and/or experience working with children/youth.

PHYSICAL/MENTAL REQUIREMENTS AND WORK ENVIRONMENT

• The CASA office has an open office layout. Candidates will be working in a shared space with varying levels of noise and foot traffic.
• Office environment consists of moderate fluctuations in air temperature.
• Physical requirements include standing, bending, reaching, sitting, grasping, fingering, repetitive motion, both hands/feet, and walking. Lifting requirement is up to 20 lbs.

COMPENSATION & BENEFITS

Compensation: $29.00–$31.25 per hour (non-exempt). Final starting rate will be based on experience, skills, internal equity, and market factors.

Benefits include:

• Up to $535/month toward medical, dental, and vision coverage
• Employer-paid Basic Life and AD&D insurance
• A variety of voluntary benefits, such as supplemental life and disability plans, accident and critical illness coverage, pet insurance, and legal/ID protection
• Access to Flexible Spending Accounts (FSA), Commuter Spending Accounts (CSA), Health Savings Account (HSA), and an employer-sponsored Health Reimbursement Arrangement (HRA) for employees who waive coverage
• Employee Assistance Program (EAP) to support emotional and mental well-being
• Robust time off benefits, including generous vacation, sick leave, paid holidays, and organizational closure days

CASA of Los Angeles is an Equal Opportunity Employer and is committed to fostering diversity and inclusion.

CASA of Los Angeles promotes equal opportunity for all employees and applicants. In doing so, we comply with local, state, and federal laws and regulations to ensure an equal employment opportunity for everyone. We don’t discriminate in employment opportunities or practices on the basis of race, ancestry, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, citizenship, military service obligation, veteran status or any other basis protected by federal, state or local laws. Our policies and personnel practices are intended to ensure that all of us are treated equally with regard to recruiting, hiring, and advancement, and our decisions on employment are made to further the principle of equal employment opportunities for employees.

Requirements: