Operations Coordinator

After-School All-Stars is currently seeking an Operations Coordinator to play a critical role of ensuring organizational operations meet the need of a growing chapter. The ideal candidate will have experience coordinating multiple projects, be highly detail oriented, proactive, and able to manage different timelines.

This position reports to the Executive Director. This position also collaborates closely with the program team (Program and System Director, Program Manager, and Mentor Coordinator), the site-based leadership and the Development Coordinator.

While this work is mostly remote, the candidate must be able to attend all in –person meetings when requested, attend all staff training and staff retreats, visit sites, participate in all site inventory efforts, support with student culminating events as requested, attend in-person Board meetings/retreats if requested, and in general be able to participate in person when requested. Finally, the ideal candidate will be flexible and responsive to emergencies and will be available to meet with teammates and the ED as needed on video call, on camera. This is a regular, full-time position and the ideal candidate will be available and working during regular business hours, in addition to any additional hours, as needed.

SPECIFIC RESPONSIBILITES:

HUMAN RESOURCES

· Manage job opening postings on online search platforms, screen and organize candidate interviews; manage hiring and onboarding paperwork for new staff and AmeriCorps members, in cooperation with National HR

· Liaise with the National Operations Team to ensure compliance

· Manage Paylocity processes for all PT staff (onboarding and exiting protocols, Performance Improvement Plans (PIP) uploading, and uploading of any HR required documentation); offer technical assistance to staff to successfully record time worked

· Distribute relevant HR information/policy changes to both full-time and part-time staff

· Ensure compliance of site staff background checks and manage Safe Schools Training compliance

· Manage the onboarding of AmeriCorps members in EGrants and their unique background check compliance

· Manage and supervise payroll including timesheets approval in Paylocity on a regular and timely basis; supervise AmeriCorps timesheets and their approval in AmericaLearn

· Manage relations and compliance with DC school system and government regarding safety requirements and background checks (e.g., provide clearance letters to school administrators upon request)

· Attend DC government trainings to stay current on HR processes and procedures changes; communicate changes and updates to the ED and all other relevant staff

· Supervise the implementation of chapter HR policies

· Maintains safely and confidentially all employees' records

· Foster an HR people centered approach, infusing DEI principles in policies and processes

· Maintain excellent working relationship with National HR

FINANCE, PROCUREMENT AND ACCOUNTING

· Supervise procurement protocols and implement chapter procurement policies

· Coordinate and approve procurement requests

· Manage purchasing for school sites and administrative needs

· Offer guidance and have oversight of the application of fiscal policies

· Organize and manage fiscal documents such as invoices, credit card statements and receipts, and bills

· Supervise invoicing protocols, implement reimbursement policies, and submit invoices and reimbursement requests

· Write and manage contracts and vendor payments

· Manage monthly Amex reconciliation and its supporting documentation

· Maintain detailed spending supporting documentation

· Assist the ED in monitoring grant spend down according to grant requirements, and work closely with ED on local sites budgets

· Create a shared central location system for record keeping of all contracts, invoices and fiscal documents to be maintained safely and confidentially

· Maintain excellent working relationships and collaboration with the chapter-assigned Financial Manager and the Finance national office

OPERATIONAL SUPPORT OF PROGRAMS

· Supervise site inventory protocols and maintain inventory of site program supplies and equipment

· Offer guidance and have oversight of the inventory policy

· Assist with professional development sessions for site staff, training staff on operation protocols and their implementation

· Review and update chapter policies annually in collaboration with the ED and participate in staff trainings to ensure policy understanding

SPECIAL PROJECTS

· Coordinate mail and shipping as needed

· Order chapter office supplies

· Support special projects and event logistics such as Corporate Engagement events and fundraisers

· Work with ED, Program and System Director, Program Manager, and Development Coordinator as assigned on special projects

WHO SHOULD APPLY?

The Operations Coordinator will embody ASAS's core values: entrepreneurial, collaborative, transparent, accountable, and proactive. Job requirements are:

· An Undergraduate Degree in a relevant field

· At least two years of work experience in an administrative role that requires the management of multiple operations such as HR, office operations, event coordination; a non-profit office setting is preferred

· Organized with excellent attention to detail

· Dependable, conscientious, capable of managing multiple deadlines and of keeping organized to meet deadlines

· A consummate team player with a flexible and creative approach

· Knowledge of Microsoft Office is required

· Ability to work under time constraints and meet deadlines

· Tech savvy and a fast learner

· A good communicator

· Respectful teammate with the ability to understand and respect multiple points of view, backgrounds, and colleagues lived experiences

Job Type: Full-time

Pay: $55, $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Washington, DC 20036