Jul 02, 2019

Operations Coordinator

  • City Year
  • Little Rock, AR, USA
Full-time Administrative Operations and Facilities

Job Description

City Year is invested in the growth and development of talent. As an organization, we strive to empower our people to take responsibility for their own career management and provide opportunities for growth.
City Year Little Rock (CYLR) is seeking a dynamic, creative, and detail-oriented Operations Coordinator who will support the Operations, Impact, and Development departments through assistance with purchasing, events, managing donor information, and creating processes to support the efficiency of the site as a whole. Reporting to the Chief of Staff and working closely with the site leadership team, the Ops Coordinator will have direct responsibility for maintaining accurate and robust information on corps member files, corporate sponsors, individual donors, local foundations, and other external partners. The Ops Coordinator will provide cross-functional support across CYLR’s various departments and will ensure operational tasks are handled quickly and efficiently to keep the site running smoothly.

Job Description

About Us

City Year is an education-focused nonprofit organization that partners with public schools to help keep students in school and on track to graduate. City Year AmeriCorps members commit to a year of full-time service in schools, where they work as tutors, mentors and role models. Founded in Boston in 1988, City Year works in 25 cities across the United States and has international affiliates in London and Birmingham, England and Johannesburg, South Africa.

City Year has earned Charity Navigator’s highest rating since 2003, certifying our commitment to accountability, transparency and responsible fiscal management. Only 1% of charities have received this distinction for nine consecutive years, placing City Year among the most trustworthy nonprofits in America.

Our Service

Who We Serve: Nearly one million students give up on school each year – and 50 percent of those dropouts come from just over 10 percent of schools. City Year AmeriCorps members serve where the need is greatest. Of the 242 schools we serve, three quarters are among the lowest performing five percent in their state.

How We Work:

  • Partner with public schools: We work in partnership with school districts to support their goals and provide additional support – the human capital – required to make a difference with students who are at risk of dropping out. City Year corps members serve full-time in grades 3 through 9.
  • Target high-need schools and students: Research shows that students who are at the highest-risk to drop out can be identified as early as sixth grade. Corps members receive more than 300 hours of professional training to intervene based on three early warning indicators, the ABC’s – poor attendance, behavior, and course failure in math and English.
  • Harness the power of young people: City Year hires and trains diverse teams of young adults – 18 to 24 year olds – to give a year of full-time service in schools. Younger than the teachers but older than pupils, corps members are uniquely positioned to form a strong bond with students and help them succeed. Corps members provide at least 1,700 hours of service each year.

Our Model: Whole School, Whole Child - City Year’s school-based model is called Whole School Whole Child. Corps members tutor students identified as at-risk of dropping out, serve as an additional resource for teachers in classrooms, and lead afterschool programs and school-wide initiatives to improve school culture. Each school where we serve has at least one team of 8-12 corps members, instantly increasing the ratio of adults to children in the building.

Position Overview

City Year is invested in the growth and development of talent. As an organization, we strive to empower our people to take responsibility for their own career management and provide opportunities for growth.

City Year Little Rock (CYLR) is seeking a dynamic, creative, and detail-oriented Operations Coordinator who will support the Operations, Impact, and Development departments through assistance with purchasing, events, managing donor information, and creating processes to support the efficiency of the site as a whole. Reporting to the Chief of Staff and working closely with the site leadership team, the Ops Coordinator will have direct responsibility for maintaining accurate and robust information on corps member files, corporate sponsors, individual donors, local foundations, and other external partners. The Ops Coordinator will provide cross-functional support across CYLR’s various departments and will ensure operational tasks are handled quickly and efficiently to keep the site running smoothly.

Responsibilities:

General Operations

  • Assist with on-boarding and off-boarding for all AmeriCorps Members (ACMs).
  • Serve as Site Uniform Point: assure the prompt and proper distribution of uniform parts to corps members. Oversee all uniform concerns including monogramming, etc., relative to City Year standards.
  • Facilitate and update the CYLR website and social media, including Facebook, Instagram, Twitter, and other accounts. Produce the monthly e-newsletter, sent to the CYLR distribution list.
  • Serve as IT liason and site administrator of all digital hardware and maintain good operations of office equipment (computers, printers, telephones, cellular phones, voice mail).
  • Serve as the lead for grant operations including:
    • Maintaining the fundraising grants calendar
    • Seeking out new leads on grant opportunities

Database & Reporting

  • Utilize Salesforce database to maintain donor and relationship records by entering new accounts, contacts, and opportunities, logging activities, updating opportunity statuses, etc.
  • Using Salesforce, generate regular and on-demand informative reports on different aspects of donor relationship cultivation and the status of fundraising efforts.
  • Support implementation of the donor acknowledgment strategy, including but not limited to, ensuring physical and digital thank you notes are sent, etc.
  • Register ACMs, manage and periodically audit ACM files, including reviewing data entries via Salesforce school module for accuracy.
  • Research and prepare electronic and printed resource materials for ACMs’ professional development and usage.

Finance & Purchasing

  • Serve as primary lead for processing donations as they are made to ensure timely processing at Headquarters.
  • Weekly processing of all accounts payable and receivable requests while maintaining accurate documentation.
  • Monthly tracking of expenses by department. Monthly submission of all financial documentation to Headquarters.
  • Maintain good relationships with all vendors, assuring best values.
  • Assist with the purchasing and maintaining of proper documentation and records for:
    • Maintaining adequate office supplies and materials through weekly/monthly orders
    • Additional supplies and equipment as necessary
    • Catering and food acquisition for meetings, on-site events, and at-school events

Events

  • Assist with event planning and logistics for program events, retreats and trainings.
  • Provide support to the annual gala and other fundraising events which may include auction, registration, and online giving platform management.

             

Basic Qualifications

  • BA/BS degree or equivalent work experience.
  • Excellent written and verbal communication skills.
  • Excellent organizational skills and an acute attention to detail and accuracy.
  • Demonstrated self-motivation and initiative.
  • Willingness to work under pressure and in high-demand situations.
  • Ability to multi-task and prioritize requests from multiple members of the team.
  • Strong interpersonal and communication skills, both written and verbal.
  • Excellent skills in Excel.
  • Proven ability to work with individuals with diverse backgrounds, interests, and skills.
  • Commitment to helping a highly successful organization implement systems and structures to support significant growth.
  • Ability to occasionally work outside of regular office hours.

Preferred Skills

  • Versed in Salesforce database and report creation through the system.
  • Deep understanding of City Year’s mission and the national service movement.
  • AmeriCorps/City Year alumni are encouraged to apply.
  • City Year is committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply.

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.


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