Operations Coordinator

Position: Operations Coordinator

Department: Operations

Reports to: Operations Manager

Categorization: In Person

Status: Full-Time Non-Exempt

Start Date: June 2024

The Organization

Since 2003, The Opportunity Network (OppNet) has ignited the drive, curiosity, and agency of historically and systematically underrepresented students on their paths to and through college and into thriving careers, powered by our commitment to access and community. This year, OppNet will reach more than 10,000 students of color nationwide to support them in achieving their college and career goals.

All of the work OppNet leads is in service of realizing our vision of a nation connected through vibrant communities and networks actively in pursuit of social justice and educational equity – a nation where all young people can freely create their path to enduring success that honors their passions, ambitions, and full identities.

Our Core Values

• Galvanize Community While Celebrating the Individual
• Maximize the Power of Storytelling
• Center Social and Racial Equity Relentlessly
• Activate Solutions Through Assets, Not Deficits
• Pursue Impact That Lasts

The Job

OppNet is seeking a mission-aligned Operations Coordinator to join our Operations team. This person will support the Operations Manager in managing the day-to-day operations of our hybrid office. The person will ensure the efficient functioning, safety, and professionalism of OppNet’s office by overseeing the virtual and physical space, enforcing policies, and creating a welcoming environment for OppNet staff, Fellows, and other stakeholders. 

This role consists of significant computer work, which may require repetitive motion, prolonged periods of sitting, and sustained visual and mental applications. Light physical labor (moving boxes/ equipment/inventory) is also required. The successful candidate will be in the office located at 85 Broad Street, New York, on average three (3) days a week, with the availability and willingness to work select evenings and some weekends.

About You

You are a proactive, forward thinker and strong executor. You should also possess outstanding professionalism, discretion, attention to detail, energy, initiative, and emotional intelligence. You can prioritize and complete various tasks on time and are willing to work on different assignments. You are highly organized and can effectively manage multiple tasks and deadlines. You are a strong team player and understand that the success of the Operations Team relies on your ability to communicate clearly and execute tasks in a timely manner. You're skilled at managing projects independently, but you also enjoy working with others, including connecting with people at different levels across the organization.

Your communication style is straightforward to understand, and you consistently do your work in a way others can rely on—and that's a big part of your success. You feel personally connected to our essential work and value diversity, equity, and inclusion (DEI) across the organization. 

The ideal candidate will personally connect to the important work we do and value diversity, equity, and inclusion (DEI) across the organization. The candidate will demonstrate DEI values by actively participating in all organization-wide learning sessions and self-reflection, as well as working with others to enact changes that contribute to meeting OppNet’s DEI initiatives.

What You Will Be Doing

Program Operations (35%)

• Work collaboratively with the Student Services & Program Operations team leads and other Program team leads to:

1. Managing our Program Logistics Spreadsheet to support Fellows' programming space needs (virtually, on-site, and off-site) and ensuring that programming information is provided in a timely manner.
2. Manage program space calendar and all other Fellows program-related calendars to communicate time, location, and access to training rooms.
3. Support the planning and execution of classes and special events by assisting with preparing materials, placing orders, setting up rooms, breaking down and cleaning up, building access, MetroCards, Chromebooks, etc.
4. When necessary, assist with the Fellows check-in process during daily programming (Monday - Thursday).
5. Monitor programming snacks and supply inventory and maintain quarterly ordering cadence. 
6. Support with distribution of hotspots and Chromebooks and other tech support needs for Fellows and maintenance of Tech Support requests.
7. Support with additional Fellows incentives and initiatives as requested by Program Team Leads.

• Communicate and enforce YearUp New York (YUNY) space protocols with OppNet staff to maintain a harmonious tenant-subtenant relationship.
• Foster and maintain a strong collaborative relationship with the YUNY Operations team, 85 Broad Street teams, and the Quality Building Services (QBS) team.

Office Maintenance (25%)

• Perform duties to maintain the consistent orderliness of OppNet’s physical spaces, ranging from daily oversight of meeting rooms, pantry, printing/copying area, and other shared spaces to weekly fridge cleanouts and seasonal deep cleaning and decluttering of spaces. These duties include managing donations stored on-site in conference and storage rooms.
• Managing staff office space reservations via AgilQuest and internal office reservation calendar(s) 
• Manage the building’s safety and security needs: register visitors, uphold safety protocols, and assist with maintaining a safe and healthy work environment by following and enforcing OppNet policies and procedures manuals and legal regulations.
• Act as the first point of contact for staff with facilities and technology needs about all in-house meetings and programming, including but not limited to managing setup and breakdown of meeting rooms, etc.
• Manage office supply inventory and maintain a monthly/quarterly cadence for replenishment. 

Administrative Support (25%)

• Perform general administrative office duties, including managing OppNet's main phone line and voicemail and sorting & distributing incoming mail and packages.
• Provide administrative support, such as conducting research to help roll out strategic operational initiatives and helping maintain filing systems, operations-related databases, contracts, and spreadsheets.
• Bi-monthly review of the Hybrid Operations Manual and Operations Department Manual to highlight policies and procedures that are outdated or missing. 
• Assist with compiling, formatting, and disseminating our BigOps monthly newsletter.
• Assist with coordinating activities designed to appreciate staff and build community, including but not limited to conducting vendor research, event planning, placing orders, catering, and managing activities that foster community building and org-wide celebrations.
• Any other duties as required by the Operations Manager, Director of Operations, and Chief Operating Officer

Technology & Systems (15%)

• Support staff's basic IT needs and liaise with outside contractors when necessary, including but not limited to setting up printer access, purchasing minor IT equipment, troubleshooting minor IT issues, training staff on how to use some of the organization's IT systems, etc.
• Assist with the organizing and maintenance of OppNet’s digital storage systems.
• Assist with maintaining the Operations ticketing system by responding to staff’s requests for courier services, business cards, storage support, gifts/incentives, event and conference materials, large meeting logistical support, etc.
• Assist with maintaining the Operations Vendor Management System, including, but not limited to, updating account management information for current vendors, updating the database with new vendor information, researching potential new Women-Owned/BIPOC/Small businesses that meet our Org-Wide needs, etc.
• Assist with maintaining OppNet’s knowledge management system, including, but not limited to, managing an org-wide Professional Development Calendar, supporting the expanded use of the organization’s Slack platform, etc.

Who we are looking for

• Three to five years of full-time professional work experience; Operations experience is a plus.
• Experience using Microsoft Suite (Word, Excel, Outlook, and PowerPoint) and Google Suite (Gmail, Docs, Sheets, Calendar, and Forms), Monday, Salesforce, and Salesforce Marketing Cloud experience are pluses.
• Interest in and ability to quickly learn new technology. 
• Ability to take initiative and work with minimal supervision.
• Ability to problem solve and make decisions while being fiscally responsible.
• Strong written and verbal communication skills
• Detail-oriented, with strong organizational and interpersonal skills.
• Demonstrated skill set in project management, including but not limited to:
• Ability to keep a project moving toward successful completion, to set and meet deadlines, and to provide effective cross-departmental communication to ensure project deadlines are met.
• Ability to maintain confidentiality and integrity when managing sensitive information.
• Availability and willingness to work select evenings and some weekends.
• Demonstrated belief in OppNet’s mission and diversity, equity, and inclusion (DE&I) values.

Requirements to Work for OppNet

OppNet requires that all employees are fully vaccinated against COVID-19, including new hires, unless an exemption has been approved. 

Salary and Benefits

We take a thoughtful and deliberate approach to generating salary offers that take into account previous work experience, the role you’re entering into, and equity within OppNet. Equity is important to us, and it is critical that our compensation approach ensures equity across the organization.  Hence, we make every effort to make our first offer our best offer because we want to ensure equity and demonstrate that we value you and your work from day one.

The hiring salary range for this role is $59,447 - $65,000 and will be commensurate with experience.

At OppNet, eligible employees can enjoy a comprehensive benefits package that includes medical coverage (health, dental, and vision), an HRA, Flexible Spending Account, family leave (up to 100% coverage for twelve weeks), life insurance, and retirement benefits. Full-time employees can participate in our 403(b)-retirement benefit program with up to a 3% employer match. Additionally, we offer generous time off from work with up to 58 fully paid non-working days (through a combination of vacation, sick, and holidays).

Application Instructions

Please submit a COVER LETTER and RESUME. Apply here https://tinyurl.com/38ntd6c5 

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Do you meet some but not all of our qualifications?  OppNet is an equal-opportunity employer.  Even if you may not meet every qualification listed, we strongly encourage you to apply without hesitation. If you believe in our organization's mission and feel confident in your potential to excel at OppNet, we warmly welcome your application. Our commitment lies in considering a wide range of candidates and valuing diverse workplace experiences and backgrounds.  Whether you are new to the non-profit sector, returning to work after a break, considering a career change, or taking the next step in your professional journey, we are excited to hear from you! We recognize that diverse teams make the strongest teams, and we encourage people from all backgrounds to apply.