Operations Coordinator

Job Description:

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 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

About Scholastic

For more than 100 years, Scholastic Corporation (NASDAQ: SCHL) has been meeting children where they are – at school, at home and in their communities – by creating quality content and experiences, all beginning with literacy. Scholastic delivers stories, characters, and learning moments that empower all kids to become lifelong readers and learners through bestselling children’s books, literacy- and knowledge-building resources for schools including classroom magazines, and award-winning, entertaining children's media. As the world's largest publisher and distributor of children's books through school-based book clubs and book fairs, classroom libraries, school and public libraries, retail, and online, and with a global reach into more than 135 countries, Scholastic encourages the personal and intellectual growth of all children, while nurturing a lifelong relationship with reading, themselves, and the world around them. Learn more at www.scholastic.com.

Thank you for your consideration in choosing Scholastic.

#LI-MV1

Qualifications

HOW YOU CAN FIT (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

Time Type:Full timeJob Type:RegularJob Family Group:AdministrationLocation Region/State:New YorkCompensation Range:Annual Salary: 51,000.00 - 56,000.00EEO 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.

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EEO Scholastic Policy Statement

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