Program Operations Coordinator

Position Overview

The Program Operations Coordinator serves as the operational backbone of Parent Voices Oakland, driving the programs and daily workflows that power PVO’s grassroots advocacy, organizing, and leadership development.

The coordinator ensures that meetings, workshops, and community events are supported by rigorous logistics, objective tracking mechanisms, and robust risk/safety protocols. This position bridges the gap between fieldwork and internal controls, optimizing day-to-day program workflows and supporting staff and parent leaders in operational excellence.

Key Responsibilities

1. General Program Operations & Workflow Optimization

• Logistical Infrastructure: Maintain the operational infrastructure for all PVO programs, including leadership development series and all community-facing events.
• Master Scheduling & Calendaring: Manage the master program calendar, venue procurement, permits, and comprehensive "Run-of-Show" (ROS) documentation to ensure flawless event execution.
• Language Access & Accessibility Logistics: Operationalize PVO’s commitment to language justice by managing the procurement of interpreters and setup of simultaneous interpretation equipment, translation workflows, and ADA-compliant physical spaces.
• Financial Operations Alignment: Manage the field-level execution of financial procedures, including the rigorous tracking, verification, and documentation of parent leader stipends, mutual aid participation payments, vendor/child care provider invoices, catering, and purchasing office/event supplies.
• Operational Liaison: Act as a strategic bridge between field-facing staff and back-office operations to ensure seamless communication, providing frontline IT and technical support while executing cross-functional operational duties as required.

2. Information Flow

• Tool Management: Maintain and update participant databases and communication lists (e.g., EveryAction, Slack, Google Workspace). Standardize systems for RSVP tracking, automated reminders, and post-event data synthesis.

3. Childcare Network Management & Scheduling Operations

• Provider Roster Management: Build, maintain, and vet a dependable pool of contracted, on-call childcare providers and licensed partners. Coordinate onboarding workflows and sign service agreements.
• Dynamic Capacity Scheduling: Manage the central child care scheduling architecture. Match provider staffing levels dynamically with real-time parent RSVP data, factoring in the ages and diverse needs of children present to maintain safe, comfortable environments.
• Backup & Contingency Logistics: Build and maintain an on-call substitute roster. Act as the primary escalation point to resolve real-time scheduling conflicts, provider no-shows, or sudden surges in attendance at community events.
• Time Tracking & Invoice Reconciliation: Establish and enforce clear workflows for child care providers to log hours, submit timesheets, and file invoices. Review and cross-verify these records against event sign-in sheets before routing them to the Operational Lead for payment processing.

4. Event Childcare Setup, Risk Management & Compliance

• On-Site Childcare Area Execution: Direct the physical layout, zone design, and safety auditing of child care spaces across diverse, non-traditional community venues (e.g., community halls, parks, public buildings). Ensure environments are safe, accessible, and equipped with age-appropriate, culturally relevant learning materials.
• Ratio & Capacity Enforcement: Strictly monitor and enforce adult-to-child ratios during all events.
• Intake, Check-In, and Security Systems: Implement and oversee rigorous, standardized child drop-off and pick-up protocols. Ensure 100% compliance with participant sign-ins, emergency contact logs, medical/allergy alerts, liability waivers, and media releases to maintain an unassailable audit trail.
• Health, Safety, & Incident Response: Serve as the on-site safety lead for child care environments. Ensure first-aid kits are fully stocked, sanitation protocols are followed, and mandated reporting or incident documentation is processed immediately and securely if an issue arises.

Physical Requirements

• Ability to sit, stand, walk, squat, and reach throughout the day.
• Ability to lift up to 20 pounds and transport event/operational/childcare supplies.
• Ability to navigate diverse community venues, public spaces, and outdoor environments; flexibility to work evenings and weekends for scheduled actions and events.

Qualifications

• Experience: 3 years of dedicated experience in nonprofit program operations, logistics coordination, complex event management, or grassroots community organizing systems. Direct experience managing childcare staff, preschool operations, or camp/afterschool scheduling is highly preferred.
• Education: Bachelor’s degree in Public Administration, Business Operations, Early Childhood Education, Community Development, or a related field—or equivalent professional/lived experience demonstrating strong organizational acumen.
• Systems Fluency: Proficiency with data management and operations software (e.g., Slack, Outlook, EveryAction or scheduling tools like WhenIWork/Deputy).
• Compliance & Safety Knowledge: Deep familiarity with health and safety frameworks, mandated reporting, and data privacy/confidentiality standards. Active CPR/First Aid certification is preferred.
• Community Alignment: Deep structural knowledge of Oakland/Alameda County communities and systemic barriers to child care access; an operational commitment to racial, economic, and language justice.
• Communication: Exceptional organizational and communication skills. Ability to navigate multilingual environments; bilingual/multilingual skills (Spanish, Vietnamese, Cantonese, Mandarin, Arabic) are a significant asset.
• Logistics Ready: Valid CA driver’s license or access to reliable transportation to manage local equipment transport and site visits across Oakland.

Compensation and Benefits

• Competitive hourly range commensurate with experience; comprehensive benefits (medical, dental, vision), paid time off, holidays, and professional development support.