Office and Operations Coordinator (Hybrid)

We are looking for an Office and Operations Coordinator based in the Washington, D.C. area to help streamline operational processes that support teams across the organization. This role has a diverse range of responsibilities to ensure smooth office operations and support the Human Resources Team, membership activities, and meeting support, as time allows. The role includes organizing and supervising office administrative activities, managing office supplies, and maintaining office efficiency.

Background on NASWA

The National Association of State Workforce Agencies (NASWA) is the national organization representing all 50 state workforce agencies, Washington, D.C., and U.S. territories. These agencies deliver training, employment, career, and business services, in addition to administering unemployment insurance (UI), veteran reemployment, and labor market information programs. NASWA provides policy expertise, shares promising state practices, and promotes state innovation and leadership in workforce development.

Overview of Position

We are looking for an Office and Operations Coordinator based in the Washington, D.C. area to help streamline operational processes that support teams across the organization. This role has a diverse range of responsibilities to ensure smooth office operations and support the Human Resources Team, membership activities, and meeting support, as time allows. The role includes organizing and supervising office administrative activities, managing office supplies, and maintaining office efficiency.

Additionally, the job requires providing administrative support to the Human Resources Team, as well as coordinating the packing, shipping, and receiving of meeting materials, and supporting various membership tasks. The position demands a high level of organization, attention to detail, and the ability to work collaboratively and proactively with different departments and teams.

The ideal candidate is someone with the confidence and experience to work independently, anticipate needs, and take ownership of a wide range of administrative and operational tasks.

Essential Duties and Responsibilities

The Office and Operations Coordinator will spend approximately a third of their time in-person at our DC office assisting with office operations and a third on HR support, with the remaining time in the membership, meetings, and contract and administrative support.

Office Operations

• Organizes and supervises all administrative activities to ensure smooth office operations. This includes managing office supplies, equipment maintenance and procurement, and maintaining office efficiency.
• Receives mail and distributes, as required, on a schedule determined with supervisor.
• Oversees ordering of all office supplies and refreshments.
• Oversees usage of NASWA conference rooms and visitor offices. Reviews and approves the office usage calendar.
• Sets up in-house meetings and orders AV equipment and makes food arrangements, as needed.
• Coordinates staff office access and parking.
• Monitors NASWA general telephone line and distributes messages, as needed.
• Maintains inventory of NASWA swag and ships, as needed.
• Assists accounting department, as requested, with depositing checks or receiving checks that arrive through the mail.
• Assists Executive Team and impacted staff with prepping the office for move to new location in 2026.
• Greets visitors, as needed.

Human Resources Support

• Helps with data entry and general updates in HR systems (ADP Workforce Now, Employee Navigator, Jira).
• Assists in recruiting process – setting up interviews and candidate communication; may help support some limited onboarding functions.
• Provides HR Manager support for Year End Performance Process – tracking signed reviews, tracking ratings, and assisting with the creation of letters for staff.
• Assists HR Manager with content for HR section of the monthly staff newsletter. Assists with milestones program – sending birthday, new baby and sympathy cards, tracking per employee, and as needed, making donations on behalf of NASWA.
• Sends out NASWA anniversary certificates monthly.
• Tracks year end annual leave sell requests for Accounting to process.

Membership Support

• Updates Salesforce throughout the year. Identify and remove duplicate records to maintain accurate and consistent data; researches and converts leads, as needed.
• Coordinates annual process with state members to update committee assignments, as needed.

Contract and Administrative Support

• Support the contracts process and NASWA’s contract administrator, as needed.

Meetings Support

• Coordinates packing, shipping, and receiving of meeting materials, as needed.
• Supports in-office meetings, as previously described.

Competency and Skills

Required

• Ability to work with a widely distributed virtual staff in a largely remote work environment.
• Possess strong verbal and written communication abilities with attention to detail.
• Demonstrated success in multitasking and prioritizing work in a collaborative, multi-team environment.
• Ability to work with sensitive or confidential information related to staff, members, or organizational matters, and must ensure all information is kept confidential.
• Excellent client-facing and internal communication skills.
• Collaborates well with other teammates.
• Ability to be productive working remotely.
• Solid organizational skills including attention to detail.
• Strong working knowledge of Microsoft Office.
• Ability to work without close supervision, be detail oriented, demonstrate sound reasoning and judgment, and can make decisions
• Ability to see the organization as a whole and understand how a change to one part of the organization could impact the other parts, anticipating the impact of decisions.

Experience

Preferred

• 4+ years of experience in office management, administration, meeting planning, and member relationship management; HR experience a plus

Education

Required

• Bachelor’s degree from an accredited four-year college or university preferred.

Job Details

Location: This is a hybrid position with work in the DC office 2 days a week, or as coordinated with supervisor.

Reports To: VP, Partnerships and Operations

Position Type: Full-time

Salary Range: $50,000-80,000

Benefits: NASWA offers competitive benefits including an exceptional health care package, 401(k), educational assistance, phone/internet stipend, plentiful time off, and other great options.

Travel Requirements: Requires potentially 3-4 trips per year for approximately 2-3 days within the U.S.

How to Apply:

Interested applicants should submit a cover letter and resume via email to hr@naswa.org no later than January 23, 2026. 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

NASWA is an equal-opportunity employer. NASWA does not unlawfully discriminate on the basis of race, color, religion, national origin, sex, age, marital status, military status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation or any other characteristic protected by Federal or District of Columbia law. Our non-discrimination policy applies to all facets of employment, including recruiting, hiring, employment, promotion, demotion, dismissal, compensation, and training opportunities.