Operations Manager

Job Title: Operations Manager

Department: Administration

Reports To: Director of Operations

FLSA Status: Full-time/Exempt

Schedule: 35 hours per week; Tuesday-Saturday, September-May; Monday-Friday, June-August. Regular evening hours are required.

Direct Reports: Administrative Assistant, Work Exchange Volunteers, Interns

Salary Range: $65,000 – $70,000 annual

About Mind-Builders

Located in the Northeast Bronx, and founded in 1978, Mind-Builders Creative Arts Center provides music, dance, theater, and martial arts and fitness classes + students each year and reaches over 5,000 audience members through on and offsite performances and workshops. Group and private arts lessons on-site provide study in modern/jazz, tap, ballet, hip-hop, and West African dance, piano/keyboard, guitar, bass, woodwinds, brass, percussion, and violin. Mind-Builders offers free programs for teens and young adults through the theater production, theater, and Community Folk Culture internship programs. Mind-Builders Creative Arts Center’s mission is to inspire the growth of youth, families and the community through arts and education programs while nurturing self-esteem, building character, and cultivating an appreciation of the diverse cultures within our community.

For more information and to read about our history, visit: http://www.mind-builders.org.

Position Summary

Reporting to the Director of Operations, the Operations Manager will oversee enrollment processes for most programs using the organization’s designated registration software, and ensure families and students are consistently informed about program activities and updates. The Operations Manager collaborates closely across departments and participates in committees addressing safety, facilities, and operational improvements, and is responsible for coordinating space allocation and developing procedures to support effective use of program spaces. Additionally, the Operations Manager serves as the primary on-site contact for basic technology troubleshooting and liaises with the external IT vendor, while also supporting staff training on registration systems and safety practices.

What You’ll Do

Program Operations & Enrollment (50% of time):

• Manage student registration processes, class assignments, and ongoing enrollment for dance, music, theater, and folk arts programs.
• In collaboration with Program Directors, manage the day-to-day operations of all classes, including ensuring teachers have necessary materials and technology support, onboarding instructors and students, coordinating intern registration, monitoring enrollment and communicating class requirements to families, overseeing space allocation, and working with the front desk to maintain an organized and distraction-free learning environment.
• Maintain ongoing communication with enrolled families regarding program-related information, enrollment matters, and operational updates. Coordinate with the Program Team and distribute event-related communications provided by the Marketing & Communications team as needed.
• Manage enrollment and retention levels by closely monitoring and reporting absences, withdrawn students, waiting lists, etc.
• Administer student and family surveys and student evaluations; Compileclass data to create seasonal class offering details in the registration systemand distributed collateral materials.
• Support special events including, but not limited to recitals, stage band performances, and various community gatherings.

Facility Operations (40% of time):

• Manage facility usage, including scheduling and coordinating classroom setups, rentals, routine programming, and internal events using Resource Block or other data management tools.
• Coordinate equipment usage, set-up and strike of internal and external spaces for classes and event usage, including workshops and cultivation events.
• Ensure adherence to safety protocols across the building, supporting administrative staff, teaching staff, and students in maintaining a safe environment.
• Oversee technology needs for all programs, monitoring equipment and supervising external IT providers to ensure systems function effectively.
• Manage and maintain the organizational calendar to ensure accurate scheduling, program and event coverage, and effective space allocation; serve as the primary liaison between programming, operations, rentals, and facilities teams to coordinate space usage and communicate programmatic and rental needs to facilities staff.
• Provide support for special projects, including capital improvements and infrastructure initiatives.

Supervision & Team Operations (10% of time):

• Coordinate the facilitation of semi-monthly staff meetings and ensure meeting outcomes are achieved.
• Supervise and conduct regular performance check-ins with direct reports including receptionist and administrative assistant, and volunteers, ambassadors, interns and outreach workers with recruiting at special events.
• Train staff as needed to use the on-line database and to monitor classes, particularly guiding teachers to use the on-line database for attendance and class roster information.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty/key responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, and/or competency required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• College degree in Business Administration or related field preferable.
• Minimum of 3
• 5 years of experience in program operations, enrollment management, or administrative coordination in an educational or nonprofit setting.
• Minimum of 3 years of supervisory experience, including training and performance management of administrative staff, volunteers, and interns.
• Experience managing student registration processes and enrollment systems; familiarity with online databases and registration platforms required.
• Strong project management skills, with the ability to coordinate complex logistics across multiple programs and stakeholders.
• Proficient knowledge of technology troubleshooting and the ability to liaise with external IT vendors to maintain systems.
• Strong organizational skills and attention to detail, with the capacity to manage multiple priorities and deadlines effectively.

Technical Skills:

• Microsoft Office 365, registration and CRM software (i.e. Amelia), project management tools, Adobe, Canva, Zoom.
• Strong understanding of technology and the use of technology in the learning environment.

Core Competencies We’re Looking For

The purpose of competencies is to clearly define the skills, abilities, and behaviors required to fulfill the responsibilities and to be successful in the role. There are essential competencies for this position that align to the organization’s mission and vision, and to the responsibilities in this job posting. The competencies for this position are also assessed in the application process and the performance review process.

• Project Management
• Leadership & Team Development
• Communication (Written & Verbal)
• Compliance & Risk Management

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Hybrid work environment (Office/Remote).
• Fast-paced, deadline-driven atmosphere.
• Collaborative, open-plan office setting when on-site.

Physical Demands:

• Ability to lift up to 25 pounds (event materials).
• Extended periods of sitting and computer use.
• No special vision requirements beyond standard screen usage.

Benefits

• We offer a full benefits package including medical, dental, and vision plan with a generous employer contribution towards health benefits. Health insurance coverage enrollment is available on the first day of the third month of employment.
• 401(k) plan with employer contribution (after one year).
• Paid time off: 10 major holidays and 3 floating holidays, 10 vacation days per year during the first two years of employment with an increase to 15 days after completing two years of employment; 4 personal days; and 6 sick days.

How to Apply

Submit your resume, along with a brief cover letter outlining your relevant experience and why you are a good match for this position to hr@mind-builders.org. Please include “Operations Manager position” in your email subject line.

Mind-Builders is committed to maintaining a diverse staff and lifting the leadership of people from communities historically underrepresented. To learn more about Mind-Builders:www.mind-builders.org.