What are the responsibilities and job description for the Program Operations Coordinator position at Summer Search?
PROGRAM OPERATIONS COORDINATOR
SUMMER SEARCH, NEW YORK CITY
At Summer Search, we believe in 'No Ceilings' and envision a world in which young people, regardless of circumstances, can chart their own destiny. In the United States, students from underserved communities – disproportionately BIPOC and first-generation – face systemic inequities in school, in the workforce, and in life. Nevertheless, these young people possess unique strengths, resilience, and limitless potential.
Since 1990, Summer Search has partnered with young people during their transition from adolescence into adulthood by connecting them to expansive opportunities, professional mentoring, and a community of support. Summer Searchers recognize their potential and build a toolkit to navigate and challenge systemic barriers, break new ground for their families and communities, and achieve economic equity and a life of purpose.
THE OPPORTUNITY
The Programs Operations Coordinator is an exciting new position in Summer Search NYC. This position will report to and work closely with the Associate Director of Program Partnerships to make up the operational backbone of programming in Summer Search NYC. This position will be responsible for much of the behind-the-scenes operational magic that makes up the Summer Search student journey from recruitment to summer experiences. The Program Operations Coordinator will have the opportunity to interact with our summer experience and school partners, students and families, mentors, and other staff departments at Summer Search NYC. This is an excellent opportunity to support the organizational systems behind a diverse span of program functions, to develop as a non-profit operations professional and to work with an established program with a dedicated and equity-minded team.
WHAT YOU’LL DO
Specifically, the Program Operations Coordinator will perform the following:
Summer Experience Coordination- Support planning and execution of all logistics for our summer experiences to prepare and send high school students on 2–4-week summer experiences.
- Coordinate all pre-trip requirements, including but not limited to applications, identification cards, etc.
- Coordinate all logistics of pre- and post-trip student events, such as summer experience orientations, info-sessions amp; trip preparation workshops, and post-experience integration events. Support training of site staff in summer experience student preparation, family engagement, and annual summer readiness practices annually.
- Inform process improvements intended to streamline and scale existing operations.
- Support Associate Director with contact with Summer partners, ensuring strong communication, customer service, and accurate amp; timely information sharing.
- Use Salesforce database to track the student experience application process for all students attending summer experiences and use that data to share timely updates.
- Attend Summer Experience cohort meetings on a bimonthly-monthly basis dependent on season
- Stay up to date with all national insurance policies amp; guidelines and support site specific compliance
Outreach Coordination: Support planning and execution of all logistics for our annual outreach and recruitment cycles with partner schools that enable us to recruit each cohort of Summer Search participants
- Support development and distribution of outreach materials (presentations, fliers, posters, info sheets) and maintain a calendar of outreach events.
- Collaborate with school partners, referral networks, and community organizations to maximize visibility and recruit a diverse pool of applicants.
- Track student interest and applications in Salesforce, ensuring accurate follow-up and communication with students and families.
- Support communication with school and community partners, ensuring strong communication, accurate amp; timely information sharing, and high quality customer service.
- Lead outreach presentations and tabling events at partner schools and with community partner organizations in collaboration with site leadership.
Program Operations and Data:
- In collaboration with Associate Director, support the continuous improvement of workflows that support recruitment, enrollment, and summer experiences.
- Partner with national teams to inform systems enhancements, reporting needs, and operational improvements.
- Maintain high standards for data quality, process consistency, and operational effectiveness across program functions.
- Support operational projects that strengthen program delivery and organizational effectiveness.
- Maintain program documentation, operating procedures, and key operational timelines.
- Ensure alignment between program execution, systems, and reporting requirements.
WHO YOU ARE
The Program Operations Coordinator position calls for a professional with a strong customer service orientation in working with internal and external stakeholders and an eye for creating and continuously improving processes. Specifically, this hire will bring:
- EXPERIENCE: At least 2 years of relevant professional experience in operational or non-profit program roles, ideally at organizations that serve youth from low income and/or communities of color. Exposure to or familiarity with participant/student recruitment and/or experiential summer programs is a plus.
- 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.
- ADAPTABILITY: You tackle challenges and unfamiliar scenarios head-on with a solutions-oriented, flexible, and curious approach. You are willing to try new things and actively seek to understand multiple perspectives.
- 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.
- CULTURAL HUMILITY: You lead with empathy and self-reflection to respect the beliefs, customs and values of people in order to foster inclusivity and respond to the needs of our communities.
- TECHNOLOGY SKILLS: Familiarity with databases for data entry and tracking. Salesforce experience is a plus.
- LANGUAGE SKILLS: Professional working proficiency in Spanish is a plus.
In addition, all Summer Search staff bring a commitment to our mission of unleashing students’ potential through mentoring and transformative experiences, as well as the ability to thrive in an environment that values excellence, gratitude, well-being, diversity, authenticity, and collaboration.
LOCATION AND OTHER REQUIREMENTS
This is a hybrid role with the expectation of working out of our Manhattan office. In-office requirements are 2 days a week (with an additional day in office once per month as required for all team meetings) and working remotely up to 3 days a week. In-person requirements are subject to change based on program needs, particularly during summer experience preparation and outreach seasons.
This role requires flexibility to work occasional evenings and weekends in support of student events and programmatic activities during designated peak periods throughout the year.
COMPENSATION AND BENEFITS
Competitive and transparent salaries This is a non-exempt position with pay ranging from $34.01-$36.06 per hour (equivalent to $66,321-$70,322 annually). Summer Search is committed to transparent, equitable compensation practices. Salaries are benchmarked using current market data and salary bands are created to demonstrate the growth potential within the band. Typically, offers are made at the starting place of the salary band. The Hiring Manager partners with the Talent Team to ensure offers are appropriate, competitive and maintain internal equity.
Well-being, flexibility, and ongoing learning and development are pillars of our culture. We value our staff and are committed to creating an environment where every individual feels seen, heard and valued. Investments in our staff include:
- Medical insurance with up to 90% employer contribution
- Dental, vision, FSA, life and disability insurance plans
- 401 (K) and Employer Match up to $2,000 annually
- Generous time off including 15 vacation days, 10 sick days, and 18 holidays (2 floating holidays of your choice, a birthday day-off, 10 company-wide holidays, and a 1-week December closure).
- Refresh Friday’s – a paid day off the first Friday of every month!
- A comprehensive Employee Recognition Program (years of service awards, spot awards, and professional development funding).
- A four-week paid sabbatical after five years of continuous employment.
- Individual, local, regional and national training
- A commitment to developing leaders from within the organization.
- An organizational culture that supports staff well-being and holistic self-care/community care
- Ample opportunities to connect with the students and communities we serve.
OUR COMMITMENT TO EQUITY, DIVERSITY, AND INCLUSION
With a staff that cares deeply about social justice and racial justice, we believe that diverse perspectives and backgrounds create a rich work environment and enhance our ability to pursue our mission. We are committed to building an organization with critical consciousness in order to impact how we work with students, as well as how we work together as a team. We hope you will join us as we continue to build a justice-centered organization that fosters a work environment where people from all backgrounds are welcomed and valued.
TO APPLY
TO APPLY
Select "Apply for this Position" below to submit a resume and targeted cover letter, addressed to Tashiana Diaz, Associate Director of Program Partnerships that answers the question, “Why are you interested in the Program Operations Coordinator opportunity at Summer Search?”
SUMMER SEARCH IS AN EQUAL OPPORTUNITY EMPLOYER.
Salary : $66,321 - $70,322