OPERATIONS COORDINATOR

THE OPPORTUNITY
The Part-Time Operations Coordinator is responsible for the behind-the-scenes operations magic that ensures the NYC office is welcoming, well-maintained, organized, and adequately supplied to support staff, mentoring, and program activities. This is a hands-on role focused on day-to-day office operations, purchasing, inventory, and coordination. Reporting to the NYC Executive Director, this hire will join a collaborative and mission-driven team of 18 Summer Search NYC staff. This is a part-time role at 20 hours per week.

WHAT YOU’LL DO

Office Operations and Environment
Maintain a welcoming, clean, organized, and functional office environment.
Serve as the primary point person for day-to-day office needs during afternoon hours.
Monitor office conditions and coordinate with building management, vendors, or service providers when issues arise.
Ensure common areas, meeting spaces, kitchens, and supplies are ready for staff and visitors.
Support basic office setup and breakdown for meetings, staff gatherings, and program activities.
Inventory and Purchasing
Maintain inventory of office supplies, snacks, beverages, and other commonly used materials.
Monitor inventory levels and proactively identify upcoming needs.
Oversee purchasing and replenishment within established budgets and purchasing processes.
Purchase and organize supplies needed for group mentoring sessions and summer experiences, including snacks, materials, and equipment.
Maintain organized storage systems so staff can easily locate materials.
Track spending and maintain basic purchasing records.
Program & Staff Support
Ensure teams have the supplies and materials they need for in-person activities.
Support purchasing, organizing, and storing equipment and supplies needs for summer experience preparation.
Provide basic logistical support for staff meetings and events held in the office.
Office Systems and Coordination
Maintain simple systems for inventory, purchasing, and office requests.
Establish regular routines for checking supplies, placing orders, and maintaining shared spaces.
Identify recurring office needs and recommend practical improvements.

WHO YOU ARE
Specifically, this hire will bring:
EXPERIENCE: At least 2 years of applicable experience in operations, administrative work, or office management, preferably with experience in inventory management. Skill in operations and past success in continuously improving systems/ processes. Experience at a non-profit is a plus.
ACCOUNTABILITY: You hold yourself and others responsible for processes, decisions, actions, and commitments to results to drive high-quality outcomes. You're responsive to the needs of stakeholders and follow through on commitments.
TEAMWORK AND COLLABORATION: You value many voices, are comfortable creating space for dialogue and handle interpersonal issues constructively. You inspire and foster commitment, connection, enthusiasm and trust and motivate others to achieve common goals.
COMMUNICATION EFFECTIVENESS: You are an active listener and thoughtful and strategic when conveying feedback, sharing ideas, or responding to inquiries to various audiences in multiple formats.
PROJECT MANAGEMENT: You take initiative to create systems and structures to achieve goals and objectives. You succeed at managing multiple workstreams and motivating, coordinating, and directing others to stay on track.
TECHNOLOGY SKILLS: Strong technology skills, including proficiency with Microsoft Office, database systems, virtual meeting platforms, and the ability to quickly learn and troubleshoot new organizational systems and tools.
LANGUAGE SKILLS: Spanish language skills are a plus.