OPERATIONS COORDINATOR

Company: Alliance for Young Artists and Writers
Location: New York
Posted on: November 11, 2024

Job Description:

To apply, please visit the Scholastic website.

THE OPPORTUNITY

The Operations Coordinator will be a key member of the team at the Alliance for Young Artists & Writers, the nonprofit organization that identifies teenagers with exceptional artistic and literary talent and brings their remarkable work to a national audience through the Scholastic Art & Writing Awards. The Awards have an impressive legacy dating back to 1923 and a noteworthy roster of past winners including Tschabalala Self, Stephen King, Kay WalkingStick, Charles White, Joyce Carol Oates, Jos-- Parl--, Amanda Gorman, Tracy Reese, and Andy Warhol. Teens in grades 7-12 (ages 13 and up) apply in 28 categories of art and writing to earn scholarships and have their works exhibited or published.

The Operations Coordinator will be responsible for ensuring that administrative, HR, technological, and customer support systems operate effectively, and in support of the Alliance's mission-driven goals. This role will report to and work closely with the Deputy Director for Programs & Operations, while maintaining a nuanced understanding of organization-wide activities and operations, serving as a vital link between and across departments.

This is a full-time, hybrid position based in New York City. Standard in-person and virtual office hours are 9:30 am - 5:30 pm ET with occasional evening and weekend work.

RESPONSIBILITIES

1. Administrative & HR

• Collaborate with colleagues on a wide range of projects, providing recommendations and high-level administrative support for creating/updating systems such as contact management, trackers, databases, and other project management tools integral to programmatic initiatives, making sure operations function in support of our mission-driven work
• Support intra-organizational communications, with an eye towards fostering collaborative systems suited to a hybrid work environment; establish and monitor related internal communications systems (e.g., Teams) as needed; create structures that both optimize workflow and support positive and effective interpersonal relationships across the team
• Oversee ordering, tracking, shipping, and overall management of physical program materials and assets, including working closely with external vendors
• Help maintain shared calendars (organization-wide; programmatic; communications) and aid in managing the calendar of the Executive Director; support meeting coordination and documentation
• Establish and maintain protocols and procedures for digital file sharing and management
• Help coordinate staff travel and associated needs for conferences and other outreach events
• Support Deputy Director for Programs & Operations in administering HR systems, including onboarding and offboarding processes and coordinating HR tools and software, specifically Bamboo HR 2. Technology & Systems
  • Ensure that organization- and department-wide project management systems are regularly audited and kept-up-to date; serve as resource for staff learning to make sure available tools are being used correctly and consistently
  • Maintain all external tools utilized across organizational activities including but not limited to Microsoft 365, Notion, Stripe, Salesforce, Campaign Monitor, and Zoom
  • Utilize the Alliance's proprietary Awards entry portal to generate and interpret data-driven reports that can meaningfully inform programming efforts and equity-driven goals, primarily utilizing Salesforce's Tableau platform; prepare metrics for reporting to funders and other key stakeholders
  • Work with the Coordinator, Program Logistics & Communications to develop strategies for creation and maintenance of segmented audience lists for distribution of electronic materials
  • Support technology team with testing, tracking, troubleshooting updates and bug fixes in the Alliance's proprietary entries portal, as needed 3. Customer Service & Support
    • Provide frontline customer service support during high volume times
    • Work with Customer Service team to develop, implement, and finetune strategies for managing and tracking a high volume of constituent inquiries
    • Represent the Alliance at a variety of external-facing activities and events QUALIFICATIONS
      
      Knowledge, Skills, and Abilities:
      • Comfortable with a wide range of technological tools, the ability to identify the ideal tool based on operational or programmatic need, as well as the ability to collaborate around technological tools with a team possessing differing levels of technical fluency
      • A strong systems-thinker who is extremely organized, communicative, detail-oriented, and deadline-conscious
      • Ability to manage multiple projects with overlapping deadlines, and excellent prioritization skills
      • Committed to principles of diversity, equity, inclusion, and belonging across all areas of work
      • Enthusiastic about supporting teen artists and writers and advancing the Alliance's mission
      • Applicants should be enthusiastic about working with a small, hardworking team, and possess a patient, flexible, kind, and collaborative spirit. Experience:
        • At least two years' experience in a related role
        • Fluency with a variety of tools and platforms: Microsoft 365, Notion, Google Suite (required); Salesforce/Salesforce Tableau, Zoom, Campaign Monitor, Survey Monkey, and Bamboo HR (a plus)
        • Demonstrated experience in a role that bridges operations and technology with non-profit work
        • Customer service experience a plus
          
          Education:
          
          2 or 4 year degree in a relevant field preferred
          
          Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this job description describes you, then please apply for this role.
          
          EEO Statement:
          
          Scholastic is an Equal Opportunity Employer. Our policy is clear: there shall be no discrimination on the basis of race, religion, color, sex, pregnancy, national origin, marital status, sexual orientation, gender identity or expression, age, non-disqualifying physical or mental disability, or status as a disabled veteran or Vietnam veteran. Those factors shall not influence the determination of qualifications for a job or other opportunity within the company. Further, all personnel actions (such as compensation, tuition aid, benefits, transfers, promotions, and dismissals, company-sponsored training, social and recreational programs) shall be administered without discrimination.
          
          TO APPLY
          
          To apply, please visit the Scholastic website.
          
          Review of applications will begin the third week of November, with a projected start date in early January or sooner, based on a candidate's availability.

Keywords: Alliance for Young Artists and Writers, Philadelphia , OPERATIONS COORDINATOR, Other , New York, Pennsylvania