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 encour