Office Administrator

ORGANIZATION: 

Rainier Scholars is a comprehensive academic enrichment program that supports students of color over a 12-year journey – from 5th grade to college graduation. We seek to serve those who are most under-represented on college campuses and have the greatest number of barriers to achieving a college education: 85% qualify as low-income, 90% would be the first in their family to earn a college degree. Our program offers rigorous academics, leadership development and personalized support for scholars, providing access to educational pathways and myriad opportunities previously unimagined. 

With a budget size of $10 million, a staff team of 50+ full-time employees and 675+ scholars and families whom we currently serve in Seattle and Tacoma, Rainier Scholars has established a positive brand for our unwavering commitment to education, proven success rate, and sustainable impact. We grow new generations of diverse college graduates, career professionals, and community leaders.  

POSITION SUMMARY:   

The Office Administrator is a detail-oriented, self-directed professional who plays a critical role in advancing the goals of the Central Operations Team and supporting the administrative work of Rainier Scholars programs in Seattle. Their responsibilities are overseen by and executed in frequent collaboration with the Sr. Executive Assistant. This role contributes to both the daily operations and broader strategic priorities of the organization by providing administrative support, managing systems and resources, and coordinating internal logistics. The ideal candidate brings a commitment to excellence, equity, and collaboration, along with strong communication and organizational skills. They will thrive in a dynamic environment, balancing independent work with cross-functional teamwork to support the organization’s mission and impact. 

KEY RESPONSIBILITIES:  

Facilities & Office Operations – 50% 

By ensuring the physical workspace and shared systems are functional, resourced, and welcoming, this role supports staff productivity and morale. Timely resolution of maintenance issues, smooth tech operations, and well-managed supplies contribute to a professional and efficient environment that reflects organizational values.  

• Serve as co-point-of-contact to maintain facilities/office needs (maintenance requests, key card access, printer troubleshooting, etc.).  
• Manage inventory and procurement of common office supplies and hospitality materials. 
• Maintain clear organization for storing, using, and tracking shared materials (event supplies, projectors, etc.) 
• Create and manage room reservations for Seattle office meeting spaces. 
• Coordinate mail and deliveries (USPS, FedEx, Amazon) in collaboration with other staff/teams. 
• Assist Finance team with occasional resource audits. 
• Provide onboarding support for new employees (welcome packets, office tours, etc.).  

Administrative Support – 35% 

These responsibilities ensure clear and timely communication, allowing staff and leaders to stay focused on delivering excellent services and advancing strategic goals for scholars and families. Strong administrative support improves operational flow, contributing to an organized, well-functioning team environment.  

• Serve as first point of contact for visitors to the Rainier Scholars Seattle office, including scholars, families, board members, donors, and others. 
• Manage frontline communication channels (phone, general inboxes, etc.) during scheduled hours, routing inquiries to appropriate staff. 
• Support Seattle Executive Director with departmental calendar management, Zoom meetings, and general administrative tasks. 
• Provide logistical support for Seattle and Central Staff and Leadership Team meetings, including scheduling and note-taking. 
• Maintain organization of internal platforms (e.g., SharePoint) as needed. 

Event Support – 15% 

Effective logistics support ensures that programs and events run smoothly and professionally, enhancing participant experience and organizational reputation. By handling operational details, this role allows program staff to focus on content and relationship-building. 

• Coordinate logistics for org-wide events, such as all-staff retreats or program tours. 
• Support the Advancement and Program teams with communications and back-end logistics for program tours and events, as needed. 

QUALIFICATIONS- 

Required: 

• 2+ years of professional experience in office administration, operations support, or related administrative roles.  
• Proficiency with common office tools and technology platforms (e.g., Microsoft Office Suite, printers, projectors, Zoom, Canva, email/calendar systems). 
• Demonstrated commitment to equity, inclusion, and the mission of Rainier Scholars. 
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines. 
• Excellent verbal and written communication skills. 
• Ability to work independently and collaboratively across teams and departments, in a fast-paced environment. 
• Customer service orientation with a professional, responsive, and welcoming demeanor. 
• Ability to manage sensitive or confidential information with discretion. 
• Ability to lift and move office supplies and event materials (up to 25 lbs) 

Preferred: 

• Experience working in mission-driven educational or nonprofit environments. 
• Experience with event logistics or coordinating meetings and group gatherings. 
• Experience in a front-desk or office management role. 
• Familiarity with facilities management, vendor coordination, or procurement processes 

COMPENSATION, BENEFITS, & WORKING ENVIRONMENT:  

Compensation for this role is $30 - $32 per hour, commensurate with experience and qualifications. This is a part-time, non-exempt position. Rainier Scholars offers 403(b) retirement plan with employer match, generous vacation, all-staff holiday closure, personal days, sick leave, and holiday pay. Vacation and holiday benefits are prorated based on part-time hours. 

Rainier Scholars is a workplace committed to wellness and sustainability. This is a part-time position averaging 20 hours per week, typically spread across three days. The role requires a minimum of two days per week on-site at our Seattle office. Specific days and scheduling are flexible and will be determined in collaboration with the manager. Occasional flexibility may be required for event support outside of regular hours. 
 
Priority consideration will be given to candidates who submit their applications by October 29, 2025. Position will remain open until filled. Anticipated start date is Jan 13, 2026, due to holiday office closures. 
 

Our work is rooted in ensuring that people from marginalized communities have the opportunity to thrive in education and careers that they are passionate about. Rainier Scholars is an equal opportunity employer committed to promoting an equitable and inclusive environment for our scholars, families, and staff. We welcome applications from people of all backgrounds and strongly encourage people of color, first-generation college graduates, and people from working-class backgrounds to apply.