Operations Coordinator

Job Type

Full Time


Details: Salary commensurate with experience



Application Deadline:



540 Fairview Ave N
Suite 304
Saint Paul
United States


College Possible is a growing nonprofit coaching low-income students to and through college to break the cycle of poverty and empower the next generation of leaders. Our model earns top-of-field results: a 2011 Harvard study found that the program more than doubles a student’s chance of enrolling in a four-year college, and our students are four times more likely to become college graduates than their low-income peers. College Possible has a budget of nearly $20 million, more than 110 full-time employees and more than 270 AmeriCorps and VISTA service members. During the 2017-2018 school year, we are serving 30,000 students in all 50 states, at more than 90 partner high schools and at more than 350 colleges.


College Possible is committed to equity, diversity and inclusion, and seeks to build a diverse workforce to promote effective work in partnership with the communities we serve. We welcome a diverse pool of qualified applicants. For each of its positions, College Possible is mindful about what best serves our students, and seeks to hire staff with relevant experience, skills and aptitude, and a commitment to the power of education.


Headquartered in Saint Paul, Minnesota, College Possible also operates in Milwaukee, Wisconsin; Portland, Oregon; Omaha, Nebraska; Philadelphia, Pennsylvania and Chicago, Illinois. We’re joining forces with colleges to achieve a transformational impact: by 2021, we will partner with 400 colleges to serve 50,000 students.


To learn more, visit CollegePossible.org.


Basic Description

The Operations Specialist supports the day-to-day operations of the site including bookkeeping, human resources, office management/purchasing, information technology, and project management, and serves as the local staff lead on AmeriCorps recruitment, hiring, training and management. This position may directly supervise AmeriCorps members.


Essential Job Functions


Serve as site lead on Operations: Serve as the lead for all technology needs for the site. Work with the national office and executive director to track and monitor expenses as well as build annual expense budget for site. Coordinate all purchasing, receiving, and vendor relations for the site. Assist with computer/technical equipment and provide support for troubleshooting problems. Coordinate all site office functions and maintenance needs. Maintain all office equipment in proper working order, placing service calls as needed to ensure minimal disruption in operations.. Manage reception duties for the site ensuring that all calls and visitors are addressed in a prompt, professional and courteous manner. Coordinate calendars for internal conference rooms and serve as point person for reserving building conference rooms. Coordinate all purchasing and receiving for the site in keeping with organizational policies. Monitor, maintain and order office furniture and office supplies and equipment necessary for day-to-day use. Be responsible for the general presentation of the office.


Serve as site lead on Human Resources: Work with the national office to coordinate all human resource functions. Serve as the local human resource contact for the Philadelphia staff with responsibility for maintaining personnel files and fielding questions and concerns regarding benefits, reimbursements and taxes. Assist site leaders with the maintenance of files and time tracking. Ensure documentation relating to Service Corps member performance and other experiences relating to their term of service is appropriately documented and filed.


Coordinate AmeriCorps and VISTA Member Recruitment, On-Boarding and Management: Serve as the site lead for annual recruitment, selection, and hiring of AmeriCorps and VISTA members. Coordinate local recruitment and interview opportunities. Train, coordinate, and support leadership team in their recruitment and selection efforts. Monitor member files, time sheets, and other management activities as appropriate to ensure AmeriCorps compliance. Support the site and national teams in collecting needed reporting data, and preparing all required quarterly or annual reports.


Support and Train AmeriCorps Members: Assist AmeriCorps members with program event and workshop planning, including logistics and problem-solving. Lead in the development and implementation of an AmeriCorps training calendar; help prepare and evaluate trainings for AmeriCorps members, and summarize all information for future reference. Ensure compliance with AmeriCorps reporting and management requirements. Assist program leadership team in the planning of orientation, trainings and events.


Other duties as assigned.



Excellent benefits (complete health, dental, life, short-term and long-term insurance, 401(k) retirement plan and generous paid time off program).

Level of Language Proficiency

Professional Requirements (Skills & Qualifications)

In addition to the requirements below, College Possible staff and service members are expected to demonstrate the Idealistic Leader traits of Strive to be Delightful, Energize those in your Presence, Keep Your Eyes on the Prize, Challenge Cynicism, Practice Empathy, Learn to be Grateful and Have Fun, as expressed in our organizational value statement and have a significant commitment to the mission of helping low-income students earn admission to college and persist toward degree completion.



·        Associate's degree required; Bachelor’s degree preferred.


Related Work Experience:

·        A minimum of one year administrative assistant experience;

·        Experience with budgeting software preferred.


Computer/Software Skills:

·        Strong computer skills, including demonstrated experience with Microsoft Office Suite; donor database software experience preferred.


Other Skills, Abilities and Requirements:

·        Excellent written and verbal communication skills;

·        Openly communicates necessary information with accuracy in a timely manner;

·        Strong interpersonal skills;

·        Self-starter with the ability to prioritize multiple projects and deadlines simultaneously;

·        Thrive in a fast-paced environment;

·        Ability to identify areas where organization’s administrative effectiveness can be improved and take action;

·        Creative problem solver;

·        Flexible and adaptable to change;

·        Attention to detail, including proofreading and project follow-through;

·        Demonstrates respect, honesty, integrity, and fairness to all;

·        Strives to be “solution-focused” rather than “problem-focused” and presents recommendations that best meet the needs of the organization and stakeholders;

·        Ability to work evenings and weekends;

·        Valid driver’s license and insured vehicle required.


Professional Level


Minimum Education Required

4-year degree

How To Apply


Please apply at: www.CollegePossible.org/careers Include a resume and cover letter.