Operations Coordinator Job Posting (Full-Time)

Philadelphia Academies, Inc. is looking for an organized, detail-oriented, and passionate professional to support with administrative (operations, finances), communications, and program support tasks, particularly with our 9^th Grade Success Network team. Our 9^th Grade Success Network team provides coaching, professional learning, and other supports to high school leaders at 24 schools in order to increase 9^th Grade On-Track rates for young people in the School District of Philadelphia. Both the organization overall and the 9^th Grade team have grown considerably over the last few years and are in need of administrative assistance to support growing efforts, various projects, and workstreams.

Who We Are: Philadelphia Academies, Inc. (PAI), was established in 1969 to address the dropout crisis plaguing Philadelphia schools through a Career Academy Model which has since been replicated nationally by over 8,000 schools. Today our programming focuses on Workforce Development Initiatives, Teacher & School Leader Support, and real-world Career Experiences. These efforts are designed to focus on generating post-secondary opportunities better suited to achieving our mission of improving outcomes for Philadelphia’s young people.

Position: Operations Coordinator (full-time)

The Operations Coordinator is responsible for providing key operational support to the organization at large and the 9^th Grade Success Network team in particular, including financial paperwork assistance and organization, supply management, event planning and management, and communications support.

The Operations Coordinator reports to the Director of On-Track Success Networks & Evaluation.

The ideal candidate for this position will have experience working in an office or a school setting; have experience with basic event management and financial reporting; have experience with Microsoft Excel, and financial tracking systems; and have strong written and interpersonal communications skills. The ideal candidate also works effectively both independently and as part of a team, is highly organized and detail-oriented, has basic graphic design skills (e.g. experience with Canva), shares the organization’s and program team’s core beliefs, and has a deep commitment to racial and social equity.

Duties and Responsibilities Include:

Event Management and Administrative

• Event management and administrative support for 9^th Grade Success Network-level Community of Practice meetings (quarterly meetings) and other professional learning events for school leaders and teachers, including the two-day Summer Summit and one-day Winter Retreat for the 9^th Grade Success Network schools
• This includes but is not limited to: Event space scouting, event space coordination and contract oversight, coordination of food and beverage, supply management, Sign-in Table preparation and hosting, event set-up and tear-down, taking photos or coordinating with professional photographer, etc.
• Support for other PAI events, including Speech Competition, Interview Expo, Career Days, Annual Gala, and other events as needed
• Greet guests to the office, and manage incoming and outgoing mail
• Administrative tasks, including supply management and organization
• Financial paperwork assistance and budget tracking (e.g. pay vendors/invoices, process American Express monthly billing paperwork, complete Check Request reimbursement forms, track spending for school-level stipends in accordance with each school’s budget, etc.)
• Take notes at meetings/events and summarize themes from school sharing or documents
• Coordinate and book out-of-state travel (flights, hotels, per diems, etc.) for team members
• Other duties as assigned

Communications

• Format, draft content for, and oversee production of 9^th Grade Success Network quarterly e-newsletter, with content support from colleagues
• Support in creating and/or editing fliers, handouts, slide decks, posters, and other communication materials and ensure neat, professional, and consistent branding, formatting, and messaging
• Support with quarterly program report writing and formatting
• Serve as communications liaison from 9^th Grade Success Network team to the PAI Communications Coordinator. Draft caption/description and select photos for social media posts related to 9^th Grade Success Network events.

Additional Qualifications and Required Skills:

• Associate’s or Bachelor’s Degree strongly preferred
• Experience working with public high schools and/or in an office setting
• Strong attention to detail
• Superior organization and time management
• Works well both independently (self-starter) and collaboratively with others
• Strong interpersonal skills
• Strong knowledge of Microsoft Word and Google Suite
• Proofreading and professional writing skills
• Comfort in working with numbers and spreadsheets (e.g. Excel, Google Sheets)
• Some design experience or communications background preferred
• Passion for racial equity and commitment to applying an equity lens to your work

Salary Range: $50,000 -$58,000 with full benefits package including but not limited to Health, Life Insurance, Paid Time Off and 401K.

Please submit a cover letter and resume to Cheryl Lafferty, Senior Program Director, clafferty@academiesinc.org

Candidates who make it to the final round will be asked for three professional references and a work sample. Expected start date is on or around July 8, 2024.

NOTE: Applicants MUST submit a cover letter to be considered.

Please, NO phone calls and NO walk-ins.