Operations Coordinator

About the Poughkeepsie Children’s Cabinet

Children's Cabinets are a collective impact model that reimagines youth development systems through cross-sector collaboration that centers youth and families' needs across education, economic, health, the built environment, and broader community context.

The Poughkeepsie Children's Cabinet was formed in 2019, an outcome of the gathering of over 20 civic leaders at Harvard University to discuss longstanding issues of educational disparities and intergenerational poverty that impact the lives of children, youth, and families in Poughkeepsie. At the conclusion of the summit, the Mayor and the Superintendent of the Poughkeepsie City School District agreed to launch and co-chair the Cabinet. A first-of-its-kind partnership and social compact was formed between the city government, public school system and key public and private anchor institutions.

We are guided by our Northstar, that by 2033 over 5,000 City of Poughkeepsie young people and their families will be connected annually to transformative cradle-to-career opportunities that place them on pathways to postsecondary completion and socioeconomic mobility. A key part of the Cabinet's growth has been its ability to attract national partners to help rapidly scale its capacity and impact.

The Current Opportunity

As the Operations Coordinator of the Poughkeepsie Children's Cabinet, you will provide essential operational support to ensure the smooth functioning of our organization's daily operations. Working closely with the Executive Director and supporting all team members, you will play a vital role in maintaining organizational efficiency while contributing to our mission of creating transformative opportunities for Poughkeepsie's children and families.

The Operations Coordinator will be responsible for managing key administrative functions including calendar coordination, meeting support, HR operations, travel coordination, and general office management. This role requires exceptional attention to detail, flexibility, and the ability to shift priorities quickly while maintaining a positive and professional demeanor.

Essential Responsibilities

Administrative Support and Calendar Management

• Maintain and coordinate complex calendars for Executive Director and team members
• Coordinate and schedule meetings and events across multiple stakeholders including donors, board members, and community partners while managing their various scheduling needs
• Manage calendar conflicts and prioritize scheduling requests
• Coordinate room reservations and meeting logistics
• Send calendar reminders and meeting confirmations

Meeting Support and Documentation

• Attend all Leadership Council and Workgroup meetings and take detailed, accurate minutes
• Organize meeting contents into clear, actionable follow-up items
• Distribute meeting summaries and action items to relevant stakeholders
• Track completion of action items and follow up as needed
• Develop meeting materials, agendas, and supporting research as directed to ensure high-quality meetings
• Set up virtual and in-person meeting technology and logistics

Human Resources Operations

• Serve as primary liaison between organization and Justworks HR Platform
• Manage new employee paperwork, documentation, and onboarding processes
• Assist with benefits enrollment and HR policy implementation
• Maintain employee files and ensure compliance with HR procedures
• Administratively support performance review processes and HR administration

Travel Coordination and Management

• Research and book travel arrangements including flights, hotels, and ground transportation
• Coordinate complex travel itineraries for multiple staff members
• Manage travel budgets and expense tracking
• Handle travel changes and emergency arrangements
• Ensure compliance with organizational travel policies

Communications and Information Management

Financial and Administrative Operations

• Organize and file receipts and financial documentation
• Support expense tracking and budget management
• Assist with invoice processing and payment coordination
• Maintain organized filing systems (physical and digital)
• Support grant reporting and compliance activities

General Office Management

• Maintain office supplies and equipment
• Coordinate maintenance and vendor services
• Support special projects and events as needed
• Provide backup support for other administrative functions
• Assist with database management and data entry

Development Operations Support

• Prepare excellent research briefings to support meeting preparation
• Record and input donor meeting notes to CRM
• Set up and monitor grant calendar
• Manage donor action trackers and prompt Executive Director and other staff to action as needed
• Initiate routine development communications such as tax acknowledgement, thank you cards, etc.

Experience and Background

Required:

• Associate's degree in business administration, office administration, or related field with minimum of 3 years experience;
  • OR high school diploma plus a minimum of 7 years of administrative support experience in a nonprofit, education, or professional services environment
• Minimum of 2 years experience in managing CRM databases, calendar management and meeting coordination
• Previous experience with HR systems and employee onboarding processes
• Demonstrated experience with office needs and logistics management

Preferred:

• Bachelor's degree in business administration, nonprofit management, or related field
• Experience working in nonprofit organizations or community-based initiatives
• Familiarity with collective impact models or cross-sector partnerships
• Experience supporting executive-level staff in fast-paced environments
• Fluent in Spanish, written and spoken

Skills and Knowledge

Essential Competencies:

• Detail-oriented: Exceptional attention to detail with ability to catch errors and ensure accuracy
• Flexible: Comfortable adapting to changing priorities and unexpected situations
• Quick to shift gears: Able to seamlessly transition between different tasks and projects
• Sense of humor: Maintains positive attitude and brings levity to workplace challenges
• Fun and engaging: Contributes to a positive team culture and collaborative environment
• Professional discretion: Ability to handle confidential information with integrity
• Customer service excellence: Strong interpersonal skills with internal and external stakeholders

Required Technical Skills:

• Advanced proficiency in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficiency in virtual meeting platforms (Zoom, Google Meet, etc.)
• Proficiency maintaining and using CRM systems
• Experience with HR information systems, preferably Justworks or similar platforms
• Excellent written and verbal communication skills
• Strong organizational and time management abilities

Additional Preferred Skills:

• Experience with database management and data analysis
• Project management and coordination abilities
• Event planning and logistics experience
• Grant administration and compliance knowledge
• Multi-tasking in high-volume environments

Work Environment and Schedule

• Schedule: Monday-Friday, 9:00-5:00
• Location: Hybrid position requiring in-office presence on Mondays, Wednesdays, and Thursdays
• Office environment: Professional, collaborative nonprofit setting
• Physical requirements: Ability to sit for extended periods, lift up to 20 pounds, and operate standard office equipment
• Travel: Occasional local travel may be required for meetings or events

Why Join Our Team?

The Poughkeepsie Children's Cabinet offers the opportunity to be part of a groundbreaking initiative that is transforming outcomes for children and families in our community. As our Administrative Assistant, you will:

• Contribute directly to our mission of breaking cycles of intergenerational poverty
• Work in a collaborative, innovative environment with passionate colleagues
• Gain experience in collective impact and cross-sector partnership models
• Develop professional skills in a supportive, growth-oriented organization
• Make a meaningful difference in the lives of Poughkeepsie's children and families
• Be part of a team that values both results and relationships
• Enjoy a flexible work arrangement that supports work-life balance