Administrative Coordinator, Fiesta Schoolyards

Fiesta Schoolyards (www.fiestaschoolyards.org) is a project of the Lindy Foundation, a nonprofit organization. Its purpose is to transform under-resources inner-city schoolyards with fun, colorful environments that engage the hearts and minds of the school children, with a low-cost, quick and scalable methodology.

The Administrative Coordinator will help Fiesta Schoolyards build its local capacity to transform and enrich the play opportunities for Philadelphia school children and the local community in 100 schools (at a rate of 10 schools per year) by assisting the Executive Director and Trustee.  The Administrative Coordinator role includes preparation and initial work prior to the project start; attending site visits/inspections and troubleshooting; dedication event planning and coordination; expanding our social media presence through Facebook, Instagram and writing a monthly newsletter; communication with the School District, assisting with grant writing and sponsorship outreach and administrative tasks to successfully achieve our goal of 10 schools per year.  The Administrative Coordinator will help Fiesta Schoolyard build national capacity by documenting this process and updating an online manual for other schools and cities to use as a roadmap. 

This is a full-time position, which is largely remote but does require one day a week in the office in Jenkintown and site visits to the schoolyards in Philadelphia.

Assist the planning and process of Fiesta Schoolyard projects.

• Prep and initial work. 
• School Research of potential sites- by geographic areas.
• Site visits to potential schools with the School District/Partners.
• Introduction meetings with Schools, Circulate Pledge.
• Create visuals/digital drawings based on school preferences.
• Communication and scheduling with School and Contractors.

Project is underway

• Completion of ongoing weekly site visits to observe and inspect work in progress, and for research purposes-measurements, troubleshooting, etc.
• Utilize the “what to look for during site visits” document”: while onsite make notes, refer to construction docs when appropriate, communicate with GC person onsite.
• Arrange/schedule renovations with Schools, track renovation progress.
• Completion of change orders, as needed.
• Create/adjust as needed, timelines for School Completion.
• Taking Videos and Testimonials.

Punch list and walk-throughs

• Punch list site visits at completion of renovations.
• Assist in communications to GC, District, and Civil Engineer.

Dedication and Close-Out

Dedications:

• Event planning and coordination with the school's liaison and Community Outreach dept at the School District.
• Order plaque with proper acknowledgements.
• Order supplies, foam posters, refreshments.
• Create digital flyers using Canva or Paint.
• Day of event coordination.

Close out:

• School completion closing info-circulate surveys and " Tips for Continued Schoolyard Care” document. 

PR and Communications

• Monthly Newsletter using Mailchimp.
• Monthly Facebook posting for Lindy Residents.
• Manage Social Media:
• Instagram, Facebook.
• Monthly themes. Twice weekly postings and/or infographics.

Graphics and Visuals

• Digital drawings using Canva, pinned maps, new play product specs/dimensions.
• PowerPoint visuals for meetings and presentations (Schools, School District, Partners, etc.
• Digital Mural mockups using Canva.
• Forward new visuals to update the website. 

Admin

• Maintain organization of Box Cloud Storage. Upload all files/documents to Box.
• Host Zoom meeting and conference calls, Circulate meeting links. calendar invites and details immediately after scheduled.
• Assist with new contract compilation.
• Update Excel Menu of Options and PDF of Amenities, as needed.
• Update Fiesta Schoolyards Manual (ongoing) as process changes.
• Update 5-min satisfaction survey and 1-year follow up survey, as needed (Fiesta's Gmail).
• Maintain program organization through spreadsheet/tracking documents, etc.

Funding Assistance

• Assist with reaching out to new funders.
• Sponsor Reach out, assist with reaching out to sponsors and supporters within a geographic neighborhood or district.
• Grant Writing. Assist with Grant research and draft narratives for grant applications.
• City Support. Assist in reaching out to Council members and staff with the goal of $500,000+ in any given fiscal year from their operational budget.

Research 

Play Elements

• New play elements. Research as candidates appear. Seek user manuals, manufacturer's specification. Create visuals. Assist in creating visual communications with civil engineering.
• Already-installed play elements.  Seek additional information as necessary on installation/protocols/substitutions for play items already installed. Methods to improve our process when we face a hurdle, latest research on play theory.

General Contractors and/or subcontractors (painters, etc.)

Other work as deemed necessary for Fiesta Schoolyards to realize its goals.

Compensation- $48,000 Yearly. Partially remote, Wednesdays in Jenkintown, PA office. 

Shift 8:00am-4:30pm. Medical, Dental, Vision, 401k with generous match.

Qualifications

• Proven interest in civic, nonprofit and community engagement. 
• Preferred project and event coordinating experience. 
• Preferred Grant writing experience. 
• Preferred Canva and Social Media experience. 
• Access to a reliable vehicle.
• Candidate must be Philadelphia based. 

401K plan with up to 4% employer match.

70-90% employer paid Medical Insurance

Vision and Dental insurance available at low cost to employee

Employer paid $10,000 life insurance

Employer paid Long and Short Term disability

Generous PTO policy including 6 paid holidays.