Operations Coordinator

DREAM is seeking a dynamic and results-driven individual to serve as an Operations Coordinator. The Coordinator will report directly to the Director of Operations and will be responsible for supporting the day-to-day operations. The Operations Coordinator will have a significant role in ensuring efficient office operations while providing exemplary customer service. The Coordinator will be responsible for the upkeep of administrative systems and routines, and will function as a contact person for all of general inquiries. The Coordinator will be responsible for the daily operations of the school’s front desk, support with vendor management and invoicing, support with the management of inventory and ordering for our East Harlem location, and support with our student recruitment. Candidates must also understand and value DREAM’s comprehensive approach to youth development and inspire, lead, and motivate DREAM staff to drive outcomes that support youth in recognizing their potential and realizing their dreams.

Responsibilities

Inventory Management

• Support staff with the ordering process and ensures orders are placed and delivered in a timely manner;

• Maintains procurement platform and ensures all information is up to date;

• Support with the maintenance of all supply areas to ensure all of the necessary supplies and resources are readily available for staff;

• Support with developing inventory systems that allow for supplies to be stocked and ordered in a timely manner while at the same time maintaining frequent communication with staff on the status of their orders;

• Support with the completion of monthly AMEX report process;

Student Recruitment

• Support in the outreach to prospective applicants, including SchoolMint application support and family tours;

• Support in the planning and execution of student recruitment and family engagement events;

• Support with current family outreach as part of the re-enrollment process;

• Make calls to families to support with enrollment and new family engagement;

• Take on additional student recruitment responsibilities, as needed;

• Plan and execute logistics for student recruitment events including but not limited weekend and after-hours events;

Facilities Management

• Support with identifying and escalating facilities issues to the Facilities Team;

• Support with identifying facilities needs and repairs to communicate to Facilities Team;

• With the help of the Director of Operations, supports with conducting regular cadence of walkthroughs to hold staff to aesthetics standards;

• Uphold DREAM standards for aesthetics;

Administrative Support

• Support with maintenance of student information systems, including but not limited to attendance entry and tracking, management of student rosters, and reporting for school staff;

• Assist in the management of vendor contracts, invoice payments and record keeping;

• Coordinate the intake of the organization’s incoming and outgoing mail (U.S. Postal Service and FedEx);

• Support in the collection and maintenance of student records (i.e. physicals, immunizations, pick up lists, etc).

• Provide additional administrative support (i.e. ordering food, arranging transportation, etc.) as needed;

Office Management

• Oversee DREAM’s delivery system and arranges for deliveries, as appropriate;

• Keep the office neat and organized;

• Keep all common spaces clean and stocked (i.e. staff room, copy room, etc.);

• Maintain positive relationships with all staff;

• Assist in the management and implementation of a school-wide family communications;

Student Meal Service

• Support Operations Manager and Director of Operations in placing food orders for student meals and ensuring we have enough food for all students that want it;

• Support with billing processes and ensure there are systems in place to track student meal counts;

• Coordinate logistics of school meal service including but not limited to scheduling, troubleshooting, and ensuring adherence to compliance and safety expectations;

• Support with maintaining relationships with food vendors;

• Support with delivery of food and meal carts to cafeteria and designated classrooms;

Qualifications

• Bachelor’s degree, preferred; High school diploma, required;

• Ability to work at least 7:15am - 4:15pm, with availability for some early mornings, evenings, and weekends (for example to support with school events or critical days);

• At least 2 years of administrative experience, preferably in a non-profit setting;

• Experience with school-based systems (ATS, Powerschool, SchoolMint), a plus;

• Bilingual in Spanish/English, preferred;

• Strong commitment to customer service and understanding of the importance of administrative functions to the organization's mission;

• Outstanding dependability, with a commitment to being on-time and prepared;

• Collaborative team-player;

• Solid oral and written communication skills;

• “Whatever it takes” attitude and a willingness to change priorities at a moment’s notice;

• Strong computer skills, including a high degree of proficiency with Microsoft Word, Excel and Outlook;

• A strong belief in the mission and values of DREAM, including the belief that all students can succeed, and a deep desire to make a difference in the lives of our students, families, and community.

Physical Demands of the Position

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.

• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

• Unless reasonable accommodations can be made, while performing this job the staff member shall:

• Stand, walk, bend, reach overhead, lift heavy objects, work in tight spaces

• Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls

• Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision

Benefits and Paid Time Off

We offer comprehensive benefits including:

• Flexible Medical Health Plans, subsidizing the majority of costs for the employee, their spouse/domestic partner and children;

• The ability to select between a variety of medical plans according to what best suits the employee’s needs;

• Dental and vision plans;

• Disability benefits;

• Life insurance;

• Up to 12 weeks fully paid of Parental Leave;

• Flexible spending account options;

• Pre-tax commuter benefits (parking and transit);

• Fitness and entertainment discounts;

• A variety of support through our employee assistance program (EAP);

• 403(b) retirement plan with employer match starting at 4% after one year, with increases tied to DREAM tenure;

• Referral, performance, and tenure milestone bonuses;

• Discounted school meals through our in-house Scratch Food Program;

• Tuition reimbursement support;

• Access to a professional development fund;

• School-based 12-month employees have approximately 48 days off throughout the school year including holidays, school breaks, personal days, and wellness days.

• Benefits are subject to change.

Compensation

• DREAM offers a competitive salary commensurate with relevant experience with the potential for an annual performance-based increase. The incoming salary range for this position is $66,500 to $70,000 per year. New hires are typically brought into the organization at a salary closer to the start of the range depending on qualifications, internal equity, and the budgeted amount for the role. All staff are eligible for annual performance-based increases. Because we value staff tenure in each role, we do not currently cap salary ranges.