Site Operations Coordinator

Job Type

Full Time




211 North 13th Street
United States


City Year Philadelphia is seeking an assertive, tech-savvy, team-oriented, and customer-service focused Site Operations Coordinator (SOC) who will execute and strive to continuously improve processes that maximize the effectiveness of the site. The SOC will work within the People and Operations Department to equip the site with the knowledge, tools, and support required to perform their jobs with excellence, while ensuring that all needs are identified and addressed in a timely manner. This position plays a critical role in ensuring our site is effective and intentional by planning ahead, anticipating challenges, coordinating resources, and supporting site development. The SOC reports to the Senior Finance & Operations Manager and is an excellent role for someone seeking to build a career within the operations field and/or nonprofit sector. Job Description

Office Operations

  • Manage day to day operations of the City Year office, including serving as initial point of contact for all guests, and primary point of contact for building liaison, facility management, and office vendors
  • Coordinate use of office space, distribution of mail, materials, and shipments; manage site-wide meeting logistics, including set up and break down rooms/spaces for full staff gatherings
  • Manage supply ordering in a timely manner to ensure all staff have the materials they need to be successful
  • Support office emergency preparedness
  • Ensure staff are trained and comply with all office operational policies and procedures
  • Generates bi-weekly site communication newsletter, while consistently innovating and evolving site internal communication practices

Site Information Technology

  • Serve as an Information Technology Services (ITS) site point, working closely with City Year Headquarters’ ITS department to ensure that staff and corps are properly equipped to deliver high-quality service
  • Coordinate distribution, repair, and maintenance of all technology and equipment; maintain accurate tracking records
  • Support staff and AmeriCorps Member account set up
  • Troubleshoot issues as they arise (computers, accounts, printers, fax machine, postage machine, desk phones, cell phones, projectors, and any A/V needs)
  • Support maintaining City Year’s content management system to ensure effective collaboration and information sharing
  • Support ongoing site training and development

Financial Operations

  • Assist with creating supplier requests, submitting invoices, and management of select vendor relationships
  • Support site spending management and department reporting
  • Manage site petty cash collection and distribution; Maintain accurate records
  • Manage a site purchase card to assist the Impact and People & Operations departments with any purchasing needs, including accurate coding to enable effective tracking and budget planning
  • Manage AmeriCorps Member Septa upgrade billing and reimbursement process
  • Coordinate and schedule all staff and corps business travel to meet programmatic and budget priorities; maintain up-to-date and accurate record of all travel expenses

Uniform Management

  • Collaborate as co-point for AmeriCorps Member and staff uniform distribution, including site point of contact with City Year Headquarters and Aramark
  • Manage all uniform inquiries and maintain a well-organized inventory of uniform parts

Human Resources Support & Special Projects

  • Assist with site talent acquisition and staff engagement projects as needed
  • Support other People & Operations department functions as assigned

Organizational Initiatives & Site Support

  • Partner with City Year Philadelphia’s departments and staff to ensure that site-wide goals are met, including, but not limited to, the AmeriCorps member applicant interview process, stakeholder engagement, event and service day participation, and cross-departmental committees
  •  Attend overnight conferences including Academy, a week-long training conference for all City Year staff held in Boston in July, as well as additional engagement and training activities throughout the year


In order to succeed in this role, an applicant must have the following competencies:

  • Communication: clearly articulates information and ideas orally and in writing; inspires diverse audiences through compelling, tailored messaging; communicates with confidence and credibility; listens carefully and is responsive to feedback
  • Executes to Results: accomplishes tasks on time with high quality; accepts accountability and takes initiative; designs and plans to work to achieve desired results; prioritizes work and multitasks effectively; delegates responsibilities and holds others accountable
  • Problem Solving and Decision Making: applies knowledge, experience, creativity, and critical thinking in solving challenges; looks beyond the obvious for answers; uses sound judgment to make well-informed, ethical decisions
  • Relationship Development: uses interpersonal interactions to achieve mutually beneficial outcomes and advance City Year’s mission; demonstrates cultural/diversity competence; builds trust in critical partner relationships, both internal and external to City Year; demonstrates personal presence and confidence when working with partners

Additional Qualifications

  • Associate’s Degree or equivalent experience
  • One or more years administrative experience with a focus on customer-service
  • City Year and AmeriCorps alumni strongly encouraged to apply
  • Savvy with and interest in technology
  • Able to comfortably manage up and across departments
  • Excellent interpersonal skills; outstanding ability to communicate with diverse audiences
  • Strong initiative and ability to work independently to achieve goals
  • Efficient organizational and time management skills: ability to meet deadlines and prioritize multiple projects
  • Ability to adapt and excel in diverse, youthful, high energy, entrepreneurial, and rapidly-changing environment
  • Passion for education and youth development
  • Attitude essentials: growth mindset, passion for City Year’s mission, detail-oriented, committed to teamwork, grit and resilience
  • Ability to consistently work an 8:30 a.m. start
  • Ability to lift up to 50 pounds occasionally

Qualified applicants should apply and submit a resume with cover letter and salary requirements. Applications without each of these 3 items will not be considered. No phone calls, please.

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Please complete the online application and attach a resume and thoughtful cover letter in the "Resume/CV" field on the "My Experience" page. Internal applicants should apply through cyresource.