Program Site Operations Coordinator

Organizational Overview 

Hit the Books (“HTB”) aims to bring additional educational resources to underserved communities through a sports based youth development approach, with tutoring and mentorship at its core and mixed martial arts as the ‘hook’ to get kids engaged in the program. HTB serves as an afterschool community center to facilitate career development and help make any and every goal achievable for its students. 

How Hit The Books Achieves Our Mission 

HTB provides after-school educational programs, mentorship, and mixed martial arts classes to youth in Harlem aged 7–13 to help our students progress outside of the classroom intellectually, socially, emotionally, and physically. HTB exposes its students to educational and professional opportunities that may otherwise pass them by, fostering an environment of educational equality. 

In addition to enhancing the educational resources available to children in our targeted communities, HTB develops into a community within a community where children feel safe and view the facility as a second home. 

Hit the Books is seeking a highly organized, dependable, and proactive Program Site Operations Coordinator to help ensure our Harlem learning center is ready to support students and staff each day.

The Program Site Operations Coordinator manages the day-to-day operational infrastructure of our academic and martial arts programs, including facility readiness, supplies and inventory, vendor coordination, technology support, enrollment administration, deliveries, and program logistics.

This position is ideal for someone who notices what needs to be done, takes initiative, follows tasks through to completion, maintains accurate records, and enjoys creating organized systems that help a busy youth program run smoothly.

The role is primarily scheduled during daytime/afternoon hours, with occasional schedule adjustments for program launches, orientations, special events, or other operational needs.

Key Responsibilities

Site & Facility Operations

• Provide scheduled reception and front-desk coverage, maintaining a professional, welcoming, and organized entry experience for students, families, staff, visitors, vendors, and community partners.
• Conduct routine walkthroughs to ensure learning environments, offices, common areas, bathrooms, and program spaces are clean, organized, safe, and ready for use.
• Identify maintenance, repair, cleanliness, equipment, and facility concerns.
• Submit and track work orders through completion.
• Coordinate routine maintenance and repair visits.
• Maintain organized storage and shared program spaces.
• Help prepare the site for program launches, closures, events, and seasonal transitions.

Vendor Coordination

• Serve as the primary day-to-day contact for routine vendors and service providers.
• Schedule and confirm vendor appointments.
• Coordinate building access and service visits.
• Track outstanding requests and follow up on incomplete work.
• Maintain vendor contact and service information.
• Escalate unresolved or recurring concerns to management.

Supplies, Inventory & Ordering

• Maintain appropriate levels of office, program, sanitation, first-aid, and common-use supplies.
• Conduct regular inventory checks.
• Prepare or process approved orders.
• Track outstanding purchases and deliveries.
• Receive and organize deliveries.
• Maintain organized storage areas.
• Coordinate with program staff regarding specialized academic or martial arts supply needs.

Technology Operations

• Maintain an accurate inventory of laptops, tablets, chargers, printers, and other equipment.
• Prepare devices and technology for staff and student use.
• Coordinate basic troubleshooting.
• Submit and follow up on technology support requests.
• Coordinate with outside technology vendors when necessary.
• Monitor printer, copier, Wi-Fi, and shared equipment readiness.
• Maintain organized technology storage and charging areas.

Daily Program Logistics

• Prepare spaces, supplies, equipment, and materials for daily programming.
• Support printing, copying, signage, rosters, and other program materials.
• Coordinate deliveries and building access.
• Maintain keys, shared equipment, and operational materials.
• Anticipate operational needs before programming begins.
• Respond to site issues that could interfere with programming.
• Provide logistical support for orientations, field trips, celebrations, and other activities.

Event Operations Support

• Support the operational side of events such as Family Orientation, the Family Picnic, and End-of-Year Graduation/Celebration by coordinating space setup, supplies and materials, technology and equipment, vendors and deliveries, food and catering logistics, signage and printed materials, building access, cleanup, and site reset.

Qualifications

The ideal candidate will demonstrate:

• Education and/or Experience
• Bachelor’s degree required
• Minimum of five years of direct service experience in youth development or afterschool
• Experience working with youth in grades 2–8 in afterschool or out-of-school time settings is required
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong follow-through and ability to close out tasks.
• Ability to manage multiple priorities simultaneously.
• Comfort working independently within established systems and procedures.
• Strong written and verbal communication skills.
• Professional communication with vendors, staff, families, and visitors.
• Experience maintaining records, files, spreadsheets, or databases.
• Comfort using Microsoft Office, Google Workspace, and common digital tools.
• Ability to learn new technology and administrative systems.
• Sound judgment regarding when to independently resolve a problem and when to escalate.
• Ability to work collaboratively in a dynamic youth program environment.

Experience in operations, office administration, school operations, nonprofit administration, facilities coordination, youth programming, or a related environment is preferred.

Schedule

This is a part-time position of approximately 29 hours per week with a daily schedule from 11 am - 4:30 pm (Mon-Fri) and 9:30 am - 4:30 pm on Saturdays.

The position is expected to work during daytime/afternoon and weekend hours, allowing operational needs to be addressed and program spaces to be prepared before students arrive.

Paid Training

Spanish is a plus