This is a part-time, non-exempt role. 32 hours/week (M-Th; 8:30am - 4:30pm)
POSITION SUMMARY
The Operations & Program Coordinator supports organizational effectiveness by ensuring smooth office operations and providing hands-on administrative and program logistics support. Reporting to the Chief Executive Officer, this role serves as a central operational anchor—coordinating administrative workflows, supporting volunteer and program processes, and ensuring day-to-day systems function efficiently in service of Brightlane Learning’s mission.
DUTIES AND RESPONSIBILITIES
These responsibilities reflect Operations & Program Coordinator’s commitment to adaptive support, solution-focused problem solving, self-directed leadership, and collaborative teamwork in service of Brightlane Learning’s mission.
Responsibilities include but are not limited to:
Office Operations & Administrative Coordination
- Serve as the first point of contact for guests, answering phones and directing inquiries appropriately.
- Provide administrative support including mail processing, supply ordering, email and document routing.
- Assist with calendar coordination, scheduling meetings, and preparing meeting materials, supplies, and refreshments.
- Serve as secretary for staff meetings, taking and distributing clear, accurate notes.
- Coordinate repairs and maintenance of office and kitchen equipment.
- Maintain paper personnel files in collaboration with HR, ensuring confidentiality and accuracy.
Program Operations & Logistics Support
- Manage the snack, uniform and school supply programs, including inventory oversight, order fulfillment, and budget tracking.
- Serve as a substitute Education Support Coordinator as needed to ensure program continuity.
- Maintain accurate tracking and reporting of materials distributed to families.
Volunteer Process Support
- Assist the Volunteer Manager with volunteer onboarding processes, including interviews, background checks, database entry, and training logistics.
- Support college student onboarding for clinical hours/practicums.
- Prepare materials and coordinate logistics for volunteer trainings.
Organizational Engagement & Team Support
- Attend required meetings and special events to maintain alignment with organizational priorities.
- Contribute to team development by sharing operational insights and process improvements.
- Complete additional duties as assigned in support of organizational effectiveness.
PHYSICAL REQUIREMENTS
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this role.
- Ability to remain in a stationary position for extended periods while working at a computer or attending meetings.
- Ability to move within school, tutoring, and event environments to support program logistics.
- Ability to lift and transport supplies up to 20 pounds (uniforms, school supplies, office materials).
- Ability to organize and manage physical inventory and materials.
- Ability to operate standard office equipment including computer, telephone, copier, and video conferencing tools.
- Ability to participate in public-facing events, which may require standing for extended periods.
ADDITIONAL EDUCATION/KNOWLEDGE/SKILLS REQUIREMENTS
Education
- High School Diploma or GED required.
- Post-secondary coursework in education, social work, nonprofit management, or related field preferred.
Experience
- Minimum of one (1) year of experience in an administrative, program support, or nonprofit setting.
- Experience supporting logistics, inventory, or volunteer coordination preferred.
Knowledge
- Familiarity with trauma-informed practices and barriers faced by families experiencing housing instability preferred.
- Basic knowledge of recordkeeping, confidentiality standards, and operational workflows.
Skills & Abilities
- Strong written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities simultaneously.
- Proficiency in Microsoft 365, Google Workspace (Docs, Sheets, Drive), and data entry systems.
- Ability to maintain appropriate professional boundaries when working with families, volunteers, and staff.