Operations & Program Assistant

Job Description

Job Description

Position Overview  

The Operations & Program Assistant provides high-energy, detail-oriented support to ART INC’s Chief Operations & Programs Officer. This role ensures smooth coordination across all programs, sites, and events — helping ART INC deliver trauma-informed, high-impact arts, education, and workforce programs for youth and families. 

The ideal candidate thrives in fast-moving environments, enjoys working with young people, and can anticipate needs before they arise. They must be comfortable engaging with diverse children & youth populations, and individuals who may have experienced trauma, ages 7-24. 

Core Responsibilities  

1. Program & Youth Support  

• Assist with daily operations of ART INC’s three flagship programs: ASALA , Pathways to College or Careers , and SOLVE , as well as youth leadership and enrichment events and smaller programs. 

• Help coordinate attendance, supplies, set-up, and documentation for after-school and weekend programming. 

• Maintain positive, professional, and supportive interactions with students, families, and teaching artists. 

• Serve as a calm, consistent adult presence during programming modeling ART INC’s trauma-informed, youth-centered values. 

2. Operations, Budget & Grant Support  

• Assist the COPO with grant and budget management including organizing receipts, tracking expenditures, and maintaining
  accurate spending records. 

• Support compliance by ensuring financial documentation and reports are completed on time. 

• Help the COPO stay on schedule with grant deliverables, budget deadlines, and related administrative tasks. 

• Maintain organized digital and paper files for program and grant reporting. 

• Monitor and restock supplies, assist with purchasing, and manage program inventory. 

3. Administrative & Scheduling Support  

• Coordinate calendars, schedule meetings, and prepare materials for internal and external stakeholders. 

• Support communication across departments to ensure timely follow-through and task completion. 

• Handle correspondence, print materials, and maintain organized systems for documentation. 

4. Event & Logistics Coordination  

• Help plan and execute community events, field trips, and student showcases. 

• Coordinate logistics, setup, supplies, and volunteer support. 

• Work collaboratively with the operations and marketing teams to ensure events run seamlessly and reflect ART INC’s professional standards.
  

Project & Manager Support

• Assist the COPO in coordinating project management across all program areas and departments she oversees. 

• Help ensure Program Managers and other direct reports stay on track with deliverables, deadlines, and reporting requirements. 

• Maintain shared project boards, timelines, and follow-up systems (e.g., Kanban, BambooHR, or shared spreadsheets) to keep tasks moving forward. 

• Prepare weekly status updates or summary notes to brief the COPO on progress, challenges, and next steps. 

• Track meeting outcomes and follow up with responsible staff to ensure accountability and completion. 

• Support the COPO in organizing team huddles, retreats, and cross-department meetings to strengthen alignment and communication. 

Qualifications  

• Associate’s degree or equivalent experience in youth development, education, arts administration, or nonprofit operations. 

• Minimum one year of experience supporting programs or administrative functions in a nonprofit, school, or youth organization. 

• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced setting. 

• Strong interpersonal communication and teamwork skills. 

• Comfort working with Black and brown youth and families from diverse backgrounds. 

• Ability to maintain confidentiality and composure in challenging or emotionally charged situations. 

• Flexible schedule, including occasional evenings or weekends for events. 

Key Attributes  

• Mission-driven with deep belief in ART INC’s purpose. 

• Self-starter who anticipates needs and follows through without constant supervision. 

• Calm under pressure; able to problem-solve quickly and maintain professionalism. 

• Compassionate, culturally competent, and committed to equity and inclusion. 

Physical Requirements  

• Must be able to stand, walk, and move throughout the building during program hours. 

• Able to lift up to 25 lbs. for event setup when needed. 

Success Looks Like  

• Programs operate seamlessly, with all logistics handled in advance. 

• Youth feel seen, supported, and safe. 

• The COPO is fully supported and able to focus on strategic leadership. 

• Communication across teams flows smoothly — with clarity, follow-through, and shared accountability.