Operations & Program Coordinator

Job Description

Job Description

This is a part-time, non-exempt role. 32 hours/week (M-Th; 8:30am - 4:30pm)

POSITION SUMMARY

The Operations & Program Coordinator supports organizational effectiveness by ensuring smooth office operations and providing hands-on administrative and program logistics support. Reporting to the Chief Executive Officer, this role serves as a central operational anchor—coordinating administrative workflows, supporting volunteer and program processes, and ensuring day-to-day systems function efficiently in service of Brightlane Learning’s mission.

DUTIES AND RESPONSIBILITIES

These responsibilities reflect Operations & Program Coordinator’s commitment to adaptive support, solution-focused problem solving, self-directed leadership, and collaborative teamwork in service of Brightlane Learning’s mission.

Responsibilities include but are not limited to:

Office Operations & Administrative Coordination 

• Serve as the first point of contact for guests, answering phones and directing inquiries appropriately.
• Provide administrative support including mail processing, supply ordering, email and document routing.
• Assist with calendar coordination, scheduling meetings, and preparing meeting materials, supplies, and refreshments.
• Serve as secretary for staff meetings, taking and distributing clear, accurate notes.
• Coordinate repairs and maintenance of office and kitchen equipment.
• Maintain paper personnel files in collaboration with HR, ensuring confidentiality and accuracy.
  

Program Operations & Logistics Support

• Manage the snack, uniform and school supply programs, including inventory oversight, order fulfillment, and budget tracking.
• Serve as a substitute Education Support Coordinator as needed to ensure program continuity.
• Maintain accurate tracking and reporting of materials distributed to families.

Volunteer Process Support 

• Assist the Volunteer Manager with volunteer onboarding processes, including interviews, background checks, database entry, and training logistics. 
• Support college student onboarding for clinical hours/practicums.
• Prepare materials and coordinate logistics for volunteer trainings.
  

Organizational Engagement & Team Support

• Attend required meetings and special events to maintain alignment with organizational priorities.
• Contribute to team development by sharing operational insights and process improvements.
• Complete additional duties as assigned in support of organizational effectiveness.

PHYSICAL REQUIREMENTS

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this role.

• Ability to remain in a stationary position for extended periods while working at a computer or attending meetings.
• Ability to move within school, tutoring, and event environments to support program logistics.
• Ability to lift and transport supplies up to 20 pounds (uniforms, school supplies, office materials).
• Ability to organize and manage physical inventory and materials.
• Ability to operate standard office equipment including computer, telephone, copier, and video conferencing tools.
• Ability to participate in public-facing events, which may require standing for extended periods.
  

ADDITIONAL EDUCATION/KNOWLEDGE/SKILLS REQUIREMENTS

Education

• High School Diploma or GED required.
• Post-secondary coursework in education, social work, nonprofit management, or related field preferred.
  

Experience

• Minimum of one (1) year of experience in an administrative, program support, or nonprofit setting.
• Experience supporting logistics, inventory, or volunteer coordination preferred.
  

Knowledge

• Familiarity with trauma-informed practices and barriers faced by families experiencing housing instability preferred.
• Basic knowledge of recordkeeping, confidentiality standards, and operational workflows.
  

Skills & Abilities

• Strong written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities simultaneously.
• Proficiency in Microsoft 365, Google Workspace (Docs, Sheets, Drive), and data entry systems.
• Ability to maintain appropriate professional boundaries when working with families, volunteers, and staff.