Operations & Events Coordinator (Part-time)

Operations & Events Coordinator

Reports to: Executive Director & Deputy Director

Status: Part-time (20 hours a week)

Compensation: $40 an hour + benefits eligible

Location: Hybrid-Remote (Southern California Remote with required in-person meetings and events in the Greater Los Angeles Metro Area)

Position Summary

The Southern California College Attainment Network (SoCal CAN) is seeking an Operations & Events Coordinator to strengthen our internal infrastructure and ensure executive leadership and SoCal CAN at large can operate efficiently and strategically. This position supports key administrative, operational, and event management functions across the organization, helping SoCal CAN deliver high-quality programs, partnerships, and opportunities for members and the students and families served.

The ideal candidate is a proactive, detail-oriented professional who enjoys creating order, improving systems, and supporting the smooth flow of operations and logistics across a mission-driven team. This role offers the opportunity to contribute to the advancement of college access and success for underrepresented students in Southern California.

KEY RESPONSIBILITIES

Organizational Operations (50%)

• Manage and improve administrative systems that support SoCal CAN’s operations, including document management, vendor relations, and office logistics (virtual and in-person).
• Complete monthly American Express and other expense reconciliations, ensuring accurate coding, documentation, and timely submission.
• Maintain and submit financial documentation including invoices, purchase orders, vendor bills, and expense reports via Netsuite in coordination with the executive leadership and the Finance Department.
• Coordinate internal meetings, retreats, and events, including scheduling, logistics, materials, and follow-up.
• Utilize and maintain technology tools, shared drives, and data systems to support internal efficiency and knowledge management.
• Monitor and update organizational policies, templates, trackers, and administrative resources as directed.
• Conduct regular inventory of all SoCal CAN branded collateral and office supplies + place orders for new inventory as needed.
• Maintain and update SoCal CAN’s operations manual, including guides for AMEX reconciliation, Netsuite workflow, and event coordination.

Executive Support (10%)

• Provide project coordination and administrative support to the Executive Director and Deputy Director team on key initiatives, reports, and deliverables.
• Draft and edit presentations & staff and speaker agendas on behalf of the Executive Team.
• Prepare, print, and organize materials for staff, steering committee, member and partner meetings as needed.
• Support internal communications and documentation to strengthen collaboration across programs and staff.

Event Planning, Coordination, and Implementation (35%)

• Lead logistical planning and coordination for all SoCal CAN programs, including member convenings, workshops, training, staff retreats, and other special events.
• Manage event timelines, registration, catering orders, vendor relationships, contracts, and on-site logistics to ensure smooth execution.
• Collaborate with Executive Leadership to create and design events that advance network learning, cross-sector collaboration, and member engagement.
• Track event budgets, attendance, and feedback to inform future planning and continuous improvement.
• Serve as the primary point of contact for event logistics and perform all day-of coordination, including event space set-up & break-down.
• Ensure that all events align with SoCal CAN’s mission, values, and commitment to creating inclusive and welcoming spaces.

Special Projects (5%)

• Lead or support special initiatives assigned by senior leadership, such as systems development, technology integration, or process improvement.
• Conduct research and develop tools or templates that enhance efficiency and organizational learning.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 3 years post-graduate work experience in nonprofit administration, operations, events management, or executive support roles.
• Must have access to a reliable vehicle and maintain a valid CA drivers license.
• Exceptional organizational, project and event management skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, exercise discretion, and maintain confidentiality.
• Proficiency with Microsoft Office Suite, Canva, Google Workspace, and project management tools (e.g., Trello, Airtable, or similar).
• Deep familiarity with finance tools (Netsuite preferred) and experience creating and submitting credit card reconciliations, vendor bills, purchase orders and invoicing.
• Demonstrated commitment to educational equity, community collaboration, and the mission of increasing college access and success for underrepresented students.

Ideal Candidate

You are a systems thinker and detail-oriented multitasker who thrives on making things work better, from improving operational efficiency to coordinating complex projects behind the scenes. You anticipate needs, solve problems proactively, and take pride in supporting an efficient, collaborative, mission-driven organization. You’re as comfortable managing spreadsheets and purchase orders as you are event planning, preparing materials for leadership, and engaging with stakeholders who share SoCal CAN’s commitment to advancing education equity.

Must be fluent in English (Speaking & Writing)