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Operations Coordinator

Operations Coordinator

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New York, NY (Telecommuting is Available)

For 50 years, Covenant House has served and advocated for youth and young families experiencing homelessness, human trafficking, and exploitation. Our overarching goal is to end homelessness among youth and young families by helping them achieve housing stability, heal from trauma, tap into their innate resilience, and hone their interests and skills to forge new pathways to independence. This work is carried out across Covenant House sites in 34 cities in the US, Canada, Mexico, Guatemala, Honduras, and Nicaragua.

Primary Responsibilities

Reporting to the SVP, Operations and Site Support, the Operations Coordinator will be responsible for providing project management, event management and other support to the Covenant House International (CHI) Operations department.

Job Duties

Operations

  • Schedule and project manage all meetings for the Operations Department, preparing project management plans, developing agendas, managing virtual meeting platforms, compiling and sharing meeting materials, recording action items and updating and maintaining trackers
  • Translate written communications from the Operations Department into Spanish for Covenant House sites in Latin America
  • Ensure proactive information sharing and planning by developing and managing systems to plan and track CHI cross-departmental communications blasts to sites and CHI staff visits to sites
  • Maintain the CHI Master Site Contact List and all folders and files related to site boards
  • Maintain all Operations Department trackers, project managing to ensure updates are made across team members in a timely manner
  • Prepare and project manage the development and distribution of the bimonthly Site Communications email and other site communications
  • Project manage CHI’s site webinar series including scheduling webinars, preparing and providing logistical support to presenters, managing webinar platform and providing technical assistance to attendees, preparing all event materials and arranging interpreters and translation
  • Project manage annual Executive and National Director evaluation process
  • Support the onboarding process for new site executive directors
  • Project manage the CHI Board Program Committee meetings, preparing agendas and minutes, maintaining contact lists, and managing calendar events, virtual meeting platforms and board server
  • Prepare and project manage the annual update and distribution of the CHI Unifying Policies
  • Prepare check requests for departmental vendors and maintain consultant trackers
  • Support all site ERM assessment activities and related reporting
  • Become and maintain certification as a Smartsheet certified user and provide training and support to others in the Operations Department
  • Build out and maintain a file sharing system in SharePoint and transition content in the shared Operations folders
  • Other duties/projects as needed/assigned

Event Management 

  • Lead the logistical planning and execution of CHI-sponsored retreats with site executive and national directors
  • Partner with and manage meetings of retreat planning committees
  • Identify and manage all technology and AV requirements
  • Secure and manage interpreters, rental and AV vendors
  • Contract with hotel and manage participant reservations and travel details
  • Contract with caterers and restaurants to provide all group meals
  • Collect, edit and manage presenter materials and presentation decks
  • Set up and breakdown meeting rooms
  • Serve as lead point of contact for all retreat vendors, participants, and site staff
  • Support execution of CHI fundraising events  

Child and Youth Protection

  • Schedule all departmental calls and meetings, take notes and make resulting edits to policies
  • Manage youth compensation for participants in various surveys and Interviews

Research, Evaluation and Learning 

  • Assist with scheduling monthly and/or quarterly calls with our site teams
  • Assist with project management of departmental activities

Knowledge, Skills & Abilities

Desired Skills

  • Bilingual Spanish-English required – verbal and written communication
  • Excellent communication (verbal and written) and interpersonal skills
  • Exceptional organizational and planning skills and attention to detail required
  • Action oriented, proactive and ability to multitask and independently manage competing priorities
  • Sound judgment and emotional intelligence
  • Flexible and thrives in a fast-paced, fluid environment
  • Tech savvy; proficient in both Microsoft and Google suites
  • Experience using Smartsheet preferred
  • Mission driven orientation with exceptional partnership and collaboration skills and a strong commitment to Covenant House’s cause
  • Ability to travel twice annually for executive and national director retreats

Minimum Experience & Education

  • Bachelor’s Degree in social work, nonprofit administration, or program related field
  • 3 or more years of experience in non-profit program administration, ideally with youth experiencing homelessness
  • Experience planning and managing both in-person and virtual retreats and/or events required

Our Community

Our critical mission demands that we have all voices at the table. A team of diverse people, perspectives, and experiences is smarter, stronger, and more effective for our young people. At Covenant House, every team member is valued, respected, heard, and supported, and we welcome honest and courageous self-reflection on any aspects of our work that are based on biased or outdated viewpoints. We deliberately create opportunities for our staff to grow and thrive.

Covenant House International is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind: CHI is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at CHI are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, belief, sex, sexual orientation, gender identity, national origin, veteran status, family or parental status, disability status, or any other status protected by the laws or regulations in the locations where we operate. CHI will not tolerate discrimination or harassment based on any of these characteristics and encourages all qualified applicants to apply. Come join our awesome international team in an organization with a heart!

Covenant House is a vaccinated employer. As such, prospective new hires will be required to provide proof of vaccination or be willing to receive the COVID-19 vaccination by date of hire to be considered. Our offices are located in Manhattan, however, this position will be remote for the foreseeable future.

To apply, please complete an online application here.

Additional Info

Job Type : Full-Time

Education Level : Bachelors Degree

Experience Level : Mid Level, Senior Level

Job Function : Administrative

Location : New York, NY (Telecommuting is Available)

Salary Range : $53,000 - $66,000

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