Programs and Operations Coordinator

JOB DESCRIPTION

New York Zen Center for Contemplative Care (NYZC) is looking for an upbeat, enthusiastic, solution focused administrative professional to join our team! As our Programs and Operations Coordinator, you will be at the heart of our community support efforts, collaborating across teams to ensure efficient and effective administrative processes, programmatic operations, and support for students and community members with applications, registrations, donations, and general inquiries. In this integral role, you will enable more than one thousand people a year to access our programs, make donations, and learn more about our offerings, providing a seamless experience across NYZC’s activities. As the first point of contact with the Zen Center, you’ll ensure excellence in care for our members, students, extended community, physical office, and Zendo spaces. The Programs and Operations Coordinator reports to the Director of Operations and takes daily operational direction from the Education Administrator to fulfill programmatic and community support responsibilities. This role collaborates with the entire team to support NYZC’s progress towards meeting our organizational goals and mission. It is essential for this team member to have regular experiential engagement with the sangha and programs to have continuity and care of the community. This is an onsite position at our Manhattan, New York City, location.

Programmatic:

• Serves as the first point of contact receiving and responding to phone calls and email inquiries from public, program participants, and community members. Refers questions to appropriate NYZC staff as needed
• Manages student applications and files for NYZC’s signature programs: Foundations in Contemplative Care, Contemplative Medicine Fellowship, and Clinical Pastoral Education programs
• Provides application/registration support for all programs, including payments, cancellations, refunds, scholarships, payment plans, general inquiries, reporting, etc.
• Generates program registrant lists supporting teachers and program staff
• Supports NYZC’s Education Administrator with scheduling annual program calendar, building registrations in registration system, and creating campaigns in NYZC’s customer relationship management (CRM) system
• Works closely with Education Administrator to ensure data integrity in NYZC’s CRM, including lead conversions, campaigns, donations, contact and address updates
• Serves as Zoom monitor for online programs as needed, including occasional evening and weekend support and engaged participation

Finance:

• Assists with accounting system data entry, invoicing, and reconciliation
• Makes deposits, ensuring incoming checks are copied, noted in online check ledger, sent to accounting, and recorded in CRM

Membership and Donor Engagement:

• Oversees welcome activities for new Sustaining Members and Formal Students and sends annual thank you letters, tracks payments and alerts, follows up when payments have lapsed, and reconciles and reports on monthly activities
• Generates and sends thank you letters for one-time donations throughout the year, including the year-end campaign, major donors, Board gifts, and other campaigns
• Monitors and reports on incoming donations
• Manages and responds to membership email account

Office Management and Reception:

• Responsible for general office management, including vendor relationships, deliveries, and maintenance oversight
• Responsible for ongoing inventory of supplies to remain stocked (to include office, program, and community supplies, etc)
• Collects and distributes mail
• Staffs front desk maintaining presence, greeting guests and students in gracious and friendly manner
• Ensures physical space is neat and tidy, creating a welcoming environment at all times
• Anticipates and ensures Zendo is appropriately set up for events and re-set afterward
• Ensures posted promotional materials on the wall are accurate and up-to-date

Proven Skill Set:

• Have a reverence for the Soto Zen Buddhist tradition and lineage
• Proactively anticipates needs, asks questions and proposes suggestions to support the day-to-day work of the Zen Center
• Tech savvy with experience in Microsoft Word and Excel, Google Suite, Salesforce, Slack, Asana
• Ability to manage multiple projects and deadlines in a fast-paced environment
• Excellent oral, written, and interpersonal communication skills and a strong positive customer service background
• Outstanding organizational skills and ability to problem solve
• Must be self-motivated, detail oriented, and accurate
• Emotionally mature, highly resourceful team-player, with the ability to be extremely effective independently
• Friendly, helpful, welcoming, and upbeat demeanor
• Must be able to lift and carry up to 30lbs

Preferred Qualifications:

• BA/BS/Associates Degree in Communications, Education, or Business, or equivalent experience required
• Minimum 2 years previous experience in administrative, programmatic, and office management required
• Salesforce Administrator experience a plus
• Familiarity with and interest in the mission of New York Zen Center for Contemplative Care, the dharma, and contemplative methodologies

Hours and Benefits:

This is a full time, salaried position paying $67,000–$72,000 annually, commensurate with experience and includes 10 paid holidays and paid vacation time, as well as sick and bereavement leave. The position also includes options for health insurance and employer provided vision, and dental benefits. Opportunities to participate in NYZC programs are available to all staff.

This position is located and works in New York City. Weekend and evening hours are required at times to support NYZC offerings.

The New York Zen Center for Contemplative Care is an equal opportunity employer and seeks applicants from diverse backgrounds.

English language proficient.