Operations and Facilities
City Year Miami is seeking a dynamic, creative, flexible, and detail-oriented Special Projects Coordinator who possesses the ability to work collaboratively with internal/external teams and autonomously on self-directed projects. The Special Projects Coordinator will support the initiatives and responsibilities of the Executive Director and Managing Director of People and Operations, including executive projects, development initiatives, and administrative functions. The Special Projects Coordinator is responsible for supporting the Executive Director (ED) in their role of leading City Year Miami site staff and AmeriCorps members, and they will provide the ED with exceptional project management and administrative support. The Special Projects Coordinator must collaborate with staff members across all departments at the site and headquarters, including within the Senior Leadership Team. This role is responsible for managing the daily operations of the Executive Director, as well as supports material production for necessary internal and external meetings.
The Special Projects Coordinator must possess a strong work ethic with exceptional written and oral communication skills. The selected candidate must also be skilled at managing multiple priorities and deadlines in a fast-paced, dynamic environment and exercise discretion when handling confidential communication. This position reports to the Managing Director of People and Operations.
Executive Director Support
Provide excellent administrative support to the ED, including maintaining calendars, scheduling meetings and conference calls, arranging travel, inputting data into City Year systems, creating agendas, taking notes, and reviewing mail.
Serve as a point of contact for individuals and organizations seeking information from the ED, prioritizing requests, coordinating with internal staff, and ensuring outgoing communication is consistently timely and accurate.
Anticipate logistical and informational needs of the ED to ensure they are well prepared for meetings, presentations, and events.
Plan and prepare all logistics for internal and external meetings hosted by the ED.
Support the ED’s participation on external community boards to position City Year as a leader and premier service partner in the Miami and greater Florida communities.
Submit, track, and follow-up on high-priority needs of the ED through frequent and at times, in-depth interactions with all departments.
Help prepare correspondence on an array of topics for a breadth of constituencies, including writing emails, memos, creating presentations, etc.
Practice discretion when dealing with confidential matters.
Organizational Initiatives and Site Support
Provide excellent logistical and administrative support for the site, including planning events, arranging travel (including multi-day trips), planning and preparing for internal and external meetings, conferences, and retreats, reserving meeting rooms, arranging for appropriate Information Technology Services (ITS) support, arranging for food and refreshments, welcoming and escorting visitors, and assisting with office logistics and support.
Collaborate with department Operations points and execute site-wide solutions and processes, ensuring clear and consistent communication across the site.
Assist with special projects by conducting research, collecting and analyzing data, drafting reports, and preparing presentations for internal and external stakeholders.
Provide Development Department support: Site initiatives/events such as MLK, Gala, Opening Day, and Graduation, Breaking Bread, staff meetings, board meetings and retreats.
Process accounts payable, coordinate vendor services and relationships, and process and maintain local contracts.
Troubleshoot technology and access issues as they arise (computers, accounts, printer, fax machine, desk phones, building fobs, keys, projectors and A/V needs).
Liaise with building management and coordinate internally to maintain a clean and organized office space, manage conference room calendars, and coordinate guest reservations.
Serve as a resource to staff and AmeriCorps members (ACMs) regarding operations questions and needs which include transportation, registration, special initiatives, supporting impact with event logistics, Team Leader meetings.
Manage supply ordering to ensure staff and ACMs have the materials needed to be successful
Associate Degree plus 1-2 years of relevant experience.
Exceptional oral and written communication skills.
Proficiency using Microsoft Office programs.
Strong interpersonal, time management, decision-making, and problem-solving skills.
Results-oriented individual with excellent organizational skills, attention to detail, ability to think critically, and proven ability to handle multiple tasks and competing priorities.
Proven ability to work as both a team member and independent leader.
Ability to work with individuals of diverse backgrounds.
Commitment to helping a highly successful organization implement systems and structures to support growth.
Ability to be flexible in a fast pace and dynamic work environment.
Deep understanding of City Year’s mission, core values, and national service movement.
Compensation and Benefits
Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.
City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.
City Year helps students and schools succeed. Fueled by national service, City Year partners with public schools in high-need communities toprepare students with the skills and mindsets they need to thrive in school and in life. Diverse teams of City Year AmeriCorps members serve full-time as tutors, mentors, and role models, providing research-based student, classroom, and whole school supports to help students stay in school and on track to graduate from high school, ready for college and career success. A 2015 study shows that schools that partnered with City Year were up to two to three times more likely to improve on mathematics and English language arts assessments.
With our partners, City Year is contributing to a bold vision of what public schools can and should be for all children: places of learning, exploration, growth and risk-taking.
City Year is among the nation’s fastest-growing nonprofit socialenterprises. Theorganization’s 900 staff and 3,000 AmeriCorps members work and serve in 29 communities across the country, including Boston–where City Year was founded in 1988 and is headquartered–and Baton Rouge, Buffalo, Chicago, Cleveland, Columbia, Columbus, Dallas, Denver, Detroit, Jacksonville, Kansas City, Little Rock, Los Angeles, Memphis, Miami, Milwaukee, New Hampshire, New Orleans, New York, Orlando, Philadelphia, Providence, Sacramento, San Antonio, San José/Silicon Valley, Seattle/King County, Tulsa, and Washington, D.C. City Year also has international affiliates in South Africa and the United Kingdom.
A proud member of the AmeriCorps national service network, City Year is supported by the Corporation for National and Community Service, local school districts and private philanthropy from corporations, foundations and individuals. City Year has earned Charity Navigator’s highest rating since 2003, certifying our commitment to accountability, transparency, and responsible fiscal management. Less than one percent of rated organizations have received this distinction for more than 15 consecutive years, placing City Year among the most trustworthy nonprofits in America. Learn more atwww.cityyear.org, City Year’sFacebook page, onTwitter, andLinkedIn.