OPPORTUNITY & ORGANIZATIONAL FIT:
The Operations Coordinator position is an exciting opportunity to join a mission-driven, high-functioning, entrepreneurial team whose energy and creativity are elevated when we work shoulder-to-shoulder together. Together with our extended community of dedicated stakeholders, including an aligned and deeply engaged board, we act with urgency and humanity to realize equity and excellence in education.
JOB SUMMARY:
Reporting to the VP, Operations & People, the Operations Coordinator at redefinED atlanta is a vital support role responsible for executing key operational tasks that drive organizational efficiency and staff engagement. This role ensures the smooth implementation of daily operations, communications, and project management while contributing to redefinED atlanta’s mission, values, and strategic goals.
CORE RESPONSIBILITIES CRITICAL TO ROLE:
The Operations Coordinator at redefinED atlanta is entrusted with executing and supporting essential operational functions, including internal communications, staff engagement, project management, and facilities oversight. This role ensures operational processes run efficiently and align with the organization’s mission and strategic priorities. This pivotal role involves:
Project Management (30%)
- Update and Audit Asana: Maintain and update Asana with org-wide deliverables, operational-focused “housekeeping” projects, and tasks. Regularly audit Asana usage across the organization and departments to ensure the integrity of platform usage.
- Long-term Planning Support: Coordinate the operations team’s long-term planning sessions to ensure a thorough understanding of org-wide and operational capacity and upcoming priorities. Track action items and follow up on next steps to support these planning efforts.
- Progress Towards Goals: Provide administrative assistance to prepare for the monthly organization-wide “Progress Towards Goals” meeting, ensuring accurate submission of monthly reporting.
- Asana Training: Coordinate Asana training sessions for staff to ensure effective use of the platform across the organization.
- Research and Improvement: Stay informed about new Asana features and improvements to enhance the user experience, ensuring the platform meets the evolving needs of the organization.
Internal Communications & Meetings (30%)
- Org-wide Communication: Support the communication of organizational updates and deliverables, ensuring staff receive consistent, multi-channel information through platforms such as email, Slack, Asana, and the staff website.
- Organizational Calendar: Perform recurring updates and audits of the organizational calendar to maintain accuracy of org-wide events, milestones, and staff usage.
- Slack Optimization: Maintain and enhance Slack usage by implementing basic integrations, facilitating staff training sessions, and monitoring the integrity of channels. Address straightforward user questions and escalate complex issues as needed.
- Staff Website: Perform recurring audits of the staff website to ensure the integrity and alignment with organizational functionality and goals. Collaborate with teams to identify and upload resources that enhance the functionality and accessibility of the staff hub.
- Standard Operating Procedures (SOP): Perform recurring updates and audits of SOPs by auditing content for accuracy and alignment with current practices and organizational strategy.
- Internal Meetings: Provide comprehensive logistical and administrative support for organization-wide meetings, including the preparation of meeting materials, coordinating meeting spaces, and ensuring an inviting and productive meeting environment.
- Google Drive: Audit and maintain the integrity of the shared Google Drive infrastructure, ensuring accurate and effective organization-wide usage and consistent maintenance.
Staff Engagement & Events Coordination (25%)
- Support the project management of the staff engagement program to foster the integration of wellness, sustainability, and team connection within our hybrid workplace environment.
- Provide comprehensive event planning support for staff events, ensuring adherence to the board-approved budget.
- Assist in the administration of organizational health surveys, pulse surveys, and employee-focused surveys to gather feedback and insights.
- Organize staff appreciation efforts, including planning and coordinating gifts and recognition for milestones or life events.
- Support new hire orientation by serving as the point person for universal onboarding, ensuring a warm and welcoming experience for new team members. Coordinate standard training, provide necessary materials, and facilitate their seamless integration into the team culture for a strong start to their organizational journey.
Office Management (15%)
- Office Walkthroughs: Regularly conduct walkthroughs to identify maintenance needs and foster a welcoming workplace ambiance.
- Office Inventory: Monitor and track office inventory, submitting supply orders for office staples as needed to maintain necessary stock levels.
- New Office Transition: Lead the project planning and execution of work required for the transition into our new coworking space. Serve as a liaison with the new coworking office space to address any operational needs.
- Employee & Visitor Parking: Manage the employee and visitor parking validation system, maintaining the record and integrity of monthly parking passes and ad-hoc parking validations.
- Office Mailing System: Oversee the organization’s mailing system, including the retrieval of items from the P.O. box, sorting and distributing incoming mail and packages, and maintaining accurate records of outgoing and incoming mail. Ensure timely communication with staff regarding mail updates and coordinate the handling of any issues with deliveries.
SKILLS, ABILITIES & COMPETENCIES:
The Operations Coordinator plays a key role in managing and coordinating essential aspects of organizational operations, including project management in Asana, internal communications, staff engagement, and office management. This position requires strong project coordinating, written logistical, and communication skills to support the organization’s goals and foster a productive, efficient, and welcoming work environment.
- Organizational Skills: Strong ability to manage multiple tasks simultaneously and prioritize effectively. Proficiency in project management tools (e.g., Asana, Trello) and software (e.g., Microsoft Office Suite, Google Workspace).
- Communication: Excellent verbal and written communication skills for coordinating with internal teams, external stakeholders, and vendors. Ability to draft clear, professional reports, emails, and business correspondence. Skilled in managing internal communications across platforms like email, Slack, Asana, and staff websites to optimize functionality and user experience.
- Attention to Detail: High accuracy in data entry, report generation, and maintaining records. Strong attention to detail in analyzing and interpreting data to ensure precise decision-making.
- Problem-Solving: Ability to identify issues and propose solutions to streamline operations. Critical thinking skills to troubleshoot problems and implement process improvements.
- Flexibility and Adaptability: Ability to adapt to changing priorities and work environments. Willingness to take on new responsibilities and quickly learn new skills.
- Team Collaboration: Experience working in a team-oriented environment. Ability to build relationships and communicate effectively across various departments to achieve common goals.
- Technical Proficiency: Proficient with tools like Asana, Google Workspace, and Mixmax, and comfortable integrating AI tools and managing survey platforms.
EXPERIENCE:
- Process Improvement: Experience with documenting workflows, identifying inefficiencies, and implementing changes to improve efficiency.
- Vendor and Supplier Management: Experience negotiating with and managing relationships with vendors and suppliers.
- Data Management: Experience with data entry, database management, and reporting. Familiarity with reporting tools and dashboards to track key performance indicators (KPIs).
- Event Coordination: Experience planning and coordinating events or meetings to manage logistics and ensure seamless execution.
- Project Management: Proficiency in managing projects with strong attention to detail, analyzing project health, and ensuring follow-through on strategic initiatives.
- Task Management: Skilled in coordinating long-term planning sessions, tracking action items, and managing internal communications.
- Communication and Coordination: Exceptional organizational and communication skills for managing internal communications across various platforms, including email, Slack, Asana, and staff websites. Capable of maintaining and optimizing these platforms to enhance functionality and user experience.
- Event Planning and Staff Engagement: Passionate about enhancing employee experience through managing staff engagement programs, supporting new hire orientation, and training initiatives.
COMPENSATION
The salary range for this position is $58,000 - $65,000 and includes full benefits and a flexible work environment.
HOW TO APPLY
To apply for the Operations Coordinator position, please complete the job application by clicking the link below. Ensure that all sections of the application are filled out, including the submission of your resume. A cover letter is optional.
Job Application
- Click Here to Access the Operations Coordinator Job Application
- The application consists of the following components:
- General Contact Information
- Self-Evaluation: Assess your technical skills and competencies.
- Resume and [Optional] Cover Letter Submission:
- Please combine both into a single document.
- Use the following naming convention: “First Name Last Name - Resume”
- Reflection Questions: Three open-ended questions to provide insights into your experiences and perspectives.
Application Deadline:
- Submit your application by February 7, 2025 to be considered.
What to Expect During the Interview Process
- Application Review: Applications will be reviewed over a two-week period. Candidates whose qualifications align with the job requirements will be contacted for the next steps in the process.
- Initial Screening: Candidates with qualifying applications may be contacted for a brief phone interview to assess their basic qualifications and interest in the position.
- Video Interviews: Successful candidates will be invited to participate in up to two video interviews. The interviews will be conducted in subsequent rounds based on the candidate’s progression.
We look forward to reviewing your application and learning more about your experience and interest in the Operations Coordinator role.
