Operations Coordinator

DREAM • New York, NY

21d • $66,500 - $70,000

About The Position

DREAM is seeking a dynamic, results-driven Operations Coordinator to support day-to-day operations and ensure efficient office operations and exemplary customer service. Reporting directly to the Director of Operations, the Coordinator maintains administrative systems and routines and serves as a contact for general inquiries. The role covers front desk operations, vendor management and invoicing, inventory and ordering for the East Harlem location, and student recruitment. Candidates should understand and value DREAM’s comprehensive approach to youth development and help motivate staff to support students in recognizing their potential and realizing their dreams.

The Coordinator supports inventory and procurement, student recruitment and family engagement, facilities coordination, school and office administration, and student meal service. This includes assisting with student information systems and records, vendor contracts and payments, school communications, deliveries, meal orders and meal-service logistics. The position may include early mornings, evenings, weekends, school events, and other changing operational needs.

DREAM serves youth in East Harlem and the South Bronx through charter schools and community sports-based youth development programs. Its work emphasizes rigorous academics, social-emotional learning, family and community engagement, and health and wellness.

Requirements

• High school diploma required.
• At least two years of administrative experience; nonprofit experience preferred.
• Ability to work at least 7:15 a.m. to 4:15 p.m., with availability for some early mornings, evenings, and weekends.
• Strong commitment to customer service and understanding of the importance of administrative functions to the organization’s mission.
• Dependability and commitment to being on time and prepared.
• Collaborative team-player approach.
• Solid oral and written communication skills.
• Willingness to adapt priorities at short notice and a “whatever it takes” attitude.
• Strong computer skills, including proficiency with Microsoft Word, Excel, and Outlook.
• Belief in DREAM’s mission and values, including that all students can succeed, and a desire to make a difference for students, families, and the community.
• Ability to stand, walk, bend, reach overhead, lift heavy objects, and work in tight spaces, unless reasonable accommodation is made.
• Ability to reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls, unless reasonable accommodation is made.
• Ability to use close, color, and peripheral vision and depth perception, and to focus vision, unless reasonable accommodation is made.

Nice To Haves

• Bachelor’s degree preferred.
• Experience with school-based systems such as ATS, PowerSchool, or SchoolMint is a plus.
• Bilingual Spanish/English preferred.
• Nonprofit administrative experience preferred.

Responsibilities

• Support staff with placing and tracking orders, maintain the procurement platform, and help keep supply areas stocked and organized.
• Help develop inventory systems and communicate order status to staff.
• Support monthly AMEX reporting.
• Assist with outreach to prospective applicants, SchoolMint applications, and family tours.
• Help plan and execute student recruitment and family engagement events, including events outside standard hours.
• Contact families to support enrollment, new-family engagement, and re-enrollment; take on other recruitment duties as needed.
• Identify and communicate facilities issues, needs, and repairs to the Facilities Team.
• Assist the Director of Operations with regular walkthroughs and uphold DREAM’s aesthetics standards.
• Support maintenance of student information systems, including attendance, rosters, and reporting.
• Assist with vendor contracts, invoice payments, and record keeping.
• Coordinate incoming and outgoing mail, including USPS and FedEx.
• Support collection and maintenance of student records, including physicals, immunizations, and pickup lists.
• Provide additional administrative support, such as ordering food and arranging transportation.
• Oversee the delivery system and arrange deliveries as appropriate.
• Keep the office, common spaces, staff room, and copy room neat, clean, organized, and stocked.
• Maintain positive relationships with staff and assist with school-wide family communications.
• Support the Operations Manager and Director of Operations with student meal orders and ensure sufficient food is available.
• Support meal billing and tracking systems for student meal counts.
• Coordinate meal-service logistics, including scheduling and troubleshooting, and help ensure compliance with safety expectations.
• Maintain relationships with food vendors and help deliver food and meal carts to the cafeteria and designated classrooms.

Benefits

• Flexible medical health plans, with the organization subsidizing the majority of costs for employees and eligible family members.
• Choice of medical plans.
• Dental and vision plans.
• Disability benefits.
• Life insurance.
• Up to 12 weeks of fully paid parental leave.
• Flexible spending account options.
• Pre-tax commuter benefits for parking and transit.
• Fitness and entertainment discounts.
• Employee assistance program support.
• 403(b) retirement plan with employer match starting at 4% after one year, with increases tied to DREAM tenure.
• Referral, performance, and tenure milestone bonuses.
• Discounted school meals through the in-house Scratch Food Program.
• Tuition reimbursement support.
• Access to a professional development fund.
• Approximately 48 days off for school-based 12-month employees, including holidays, school breaks, personal days, and wellness days.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED