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Operations Coordinator

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Doc Wayne Youth Services, Inc. | Boston, MA
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Doc Wayne Youth Services, Inc.


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Published 7 days ago

Organization Description


Doc Wayne is an award-winning non-profit headquartered in Boston. Doc Wayne harnesses the power of sport to provide innovative mental health programming incorporating social-emotional learning and life skills. Our staff lead weekly sessions with youth, ages 5-18, designed to support them as they process and persevere through adversity. Due to COVID, Doc Wayne is currently providing sessions virtually. Over time, as individuals and in teams, they learn to heal together, grow together, and win together.


Position Description

Doc Wayne Youth Services is seeking to hire an Operations Coordinator. Reporting to the Chief Operating Officer, the Operations Coordinator will be a driven and organized professional with exceptional communication skills. The Operations Coordinator plays a critical role in the management, coordination, and implementation of operational systems across the agency. The Operations Coordinator will support administrative and program operations and also Doc Wayne’s monitoring and evaluation system. This position is for an entrepreneurial minded individual who is passionate, intelligent, proactive, with strong interpersonal skills, and who is ready to aid our organization and strengthen our impact on youth in the region while finding ways to support our efforts for long-term sustainability.

Essential Functions

General Operations

·     Coordinate and implement effective operational systems across the organization, including impact evaluation, human resources, electronic health records, budget tracking, and general administrative tasks

·     Manage operational projects such as office moves, IT integration, software transitions, and other tasks as assigned

·     Manage organization’s various systems including non-profit Gmail account, main line phone, file storage, email encryption service, etc.

·     Support the agency’s human resources function through management of HR email account, scheduling of interviews, posting jobs and internships, recruitment, and retention

·     Answer and respond to general inquiries about the organization (phone and email) in a professional manner

·     Manage and track usage of the organization’s technology assets including computers,

iPads, and cell phones

·     Provide assistance tracking program revenues and expenditures including contracts with partners

·     General administrative office duties, including managing supplies and inventory and placing orders/working with vendors as necessary

·     Track expenses and manage business accounts (Uber, Amazon, etc.)

·     Contribute to onboarding and orientation process for new staff and interns

·     Oversee non-profit management internship program through participation in interviews, recruitment and selection of candidates, and supervision

·     Perform other duties or special projects as directed by supervisor 

·     Support of Doc Wayne events, including coordinating invitations, registration, site logistics (name tags, materials) records, and follow up

·     Provide support for grant applications as necessary

·     General photography as needed


Curriculum & Program Development

·     Serve as project manager for curriculum, program development grants and contracts. Ensure funds and invoices are documented, consultants work flow is managed and related documents are organized

·     Draft and execute proposals, partnership and IP agreements, MOU’s, and other similar documents for use across the organization 

·     Occasionally represent the agency at external meetings


Monitoring and Evaluation

·     Manage the execution of the yearly monitoring and evaluation plan, including but not limited to, the HSA and HSA-R

·     Track and collect opt out forms for individuals surveyed

·     Submit data requests to district partners

·     Ensure that deadlines for administering surveys is met

·     Share and explain data gathered to staff

·     Send survey to program partners to track partnership satisfaction

·     Maintain positive relationship with existing monitoring and evaluation partner

·     Compile demographic reports

·     Manage Qualtrics system and incentives for youth

·     Support external evaluations as needed


Clinical Operations

·     Support management of electronic health records system (eHana) by looking up insurance information and entering new clients

·     Conduct weekly audits on progress notes for persons served to ensure all notes are completed

·     Conduct monthly audits on intakes for persons served to ensure completed work meets criteria for ongoing accreditation

·     Assist with insurance panel credentialing applications as needed


 Qualifications

•   Outstanding written and verbal communication skills

•   2-3 years of experience managing operations in an office setting

•   Must have exceptional MS Office skills

•   Experience with managing finances (preferred)

•   Donor database experience (preferred)

•   Ability to prioritize, juggle multiple projects and meet deadlines

•   Strong organizational and interpersonal skills, ability to take initiative, solve problems, assess priorities and manage a variety of activities in a fast-paced, entrepreneurial environment

•   Excellent time and project management skills

•   Strong work ethic

•   Willingness to roll your sleeves up and do the little things that need to be done

•   Self-motivated, detail oriented, focused 

•   Professional demeanor, team player, positive attitude 

•   Ability to maintain client confidentiality.

Organization Description


Doc Wayne is an award-winning non-profit headquartered in Boston. Doc Wayne harnesses the power of sport to provide innovative mental health programming incorporating social-emotional learning and life…

Details at a glance

  • On-site Location
  • Full Time Schedule

Benefits

We are committed to providing a rich experience that promotes staff development as both individuals and professionals.

·      Generous paid time off including 18 total Personal/Vacation days and 10 holidays with Personal/Vacation days increasing each year of employment to up to 30 days per year

·      Medical insurance with up to 75% employer contribution

·      Dental, life, short-term disability, and FSA plans

·      403(b) retirement plan

·      Strong organizational culture dedicated to self-care and support

·      Commitment to developing staff as leaders within the organization

·      Opportunities for professional development and training

We are committed to providing a rich experience that promotes staff development as both individuals and professionals.

·      Generous paid time off including 18 total Personal…

How to Apply

Email resume and cover letter to hr@docwayne.org. Please use subject line: OPERATIONS COORDINATOR. Doc Wayne is committed to creating impact through diversity, inclusion, and social justice. People with personal life experiences representative of the population we serve are strongly encouraged to apply. All qualified applicants will receive consideration without regard to race, ethnicity, religion, gender, gender identity or expression, sexual orientation, disability, age, or veteran status.

Email resume and cover letter to hr@docwayne.org. Please use subject line: OPERATIONS COORDINATOR. Doc Wayne is committed to creating impact through diversity, inclusion, and…

Location

25 Kingston Street, 4R, Boston, MA 02111

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