Operations Coordinator - Hiring (1) Full-Time Position

AVANCE•Rio Grande City, TX

12d•$22

About The Position

The Operations Coordinator is responsible for providing administrative and logistical support to ensure the effective implementation of the organization’s policies and procedures across Starr and Zapata Counties. This role works closely with the Deputy Director and other team members to assist in the execution of AVANCE’s policies and procedures, including compliance with Head Start standards and state licensing regulations. The Operations Coordinator supports day-to-day operations by preparing and maintaining program-specific documents such as budgets, contracts, leases, and other required documentation. Additionally, the Coordinator helps facilitate clear communication among internal staff and external stakeholders and contributes to creating a welcoming and professional environment for all.

Requirements

Education Required: High School Diploma or equivalent
Bilingual (English/Spanish – Oral & Written)
Work Experience Required: Minimum of 2–3 years of experience in administrative support, operations coordination, or a similar role.
Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
Attention to Detail: Ensures accuracy in documentation, compliance tracking, and reporting.
Communication Skills: Strong verbal and written communication for interacting with staff, vendors, and stakeholders.
Problem-Solving: Ability to identify issues and propose practical solutions.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with database systems or portals (e.g., Child Care Regulation systems).
Collaboration: Works well in a team environment and supports cross-functional initiatives.
Adaptability: Comfortable working in a fast-paced environment with shifting priorities.
Basic Financial Literacy: Ability to assist with budget tracking and expense documentation.
Travel Ability to travel to various sites: Dependable transportation is required daily with a valid driver’s license, a clean driving record (subject to annual MVR (Motor Vehicle Report) check and policy), current auto liability insurance and be bondable by AVANCE, Inc.
Travel required up to 40% of the time for work-related site visits, meetings, and functions.

Nice To Haves

Preferred: Associate’s degree in Business Administration, Management, or a related field
Preferred: Experience in nonprofit organizations, early childhood education programs, or compliance-driven environments (e.g., Head Start, state licensing).
Knowledge of Compliance Standards: Understanding of state licensing, safety regulations, and food service requirements is a plus.

Responsibilities

Assists in monitoring and reporting on trends that impact operational efficiency and provides recommendations to leadership as needed.
Supports the implementation of policies and procedures and helps identify opportunities for improvement.
Communicates policies and procedures to staff and ensures resources are available for compliance.
Coordinates with the Deputy Director and leadership team to support initiatives aligned with AVANCE’s strategic goals.
Provides logistical and administrative support for meetings, events, and training sessions.
Coordinates with Facilities team to ensure maintenance requests and safety standards are addressed promptly.
Assists in scheduling inspections and follows up on minor issues; escalates major concerns to leadership.
Helps manage contractor engagement processes for repairs and projects, ensuring proper documentation.
Maintains records for state licensing requirements and assists with documentation after visits.
Supports management of Child Care Regulation operation portals by updating and tracking information.
Provides administrative and logistical support for food service operations, including tracking meal delivery schedules, monitoring inventory, and ensuring compliance with food safety standards.
Assists in coordinating with vendors and internal teams to resolve food service issues and maintain quality standards.
Tracks and organizes compliance documentation for licensing, safety, and regulatory standards.
Assists in monitoring risk management concerns and escalates issues to leadership when necessary.
Supports the development and updating of contingency and emergency plans in collaboration with leadership.
Provides administrative support for site evaluations and relocation/expansion efforts under the guidance of the Deputy Director.
Assists with data collection, documentation, and coordination of logistics for potential site development projects.