Operations Coordinator

Dream • New York City, NY

3d

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 supports the school front desk, vendor management and invoicing, inventory and ordering for the East Harlem location, and student recruitment. The Coordinator is also expected to understand and value DREAM’s comprehensive approach to youth development and help motivate staff to advance outcomes for students.

Responsibilities span inventory and procurement, student recruitment and family engagement, facilities coordination, administrative and records support, office management, and student meal service. The role includes coordinating logistics for recruitment events, maintaining student information and records, supporting vendor and invoice processes, keeping office and common areas organized and stocked, and helping ensure student meals are ordered, delivered, and tracked appropriately.

DREAM serves youth across East Harlem and the South Bronx through charter schools and community youth development programs. Its approach includes rigorous academics, social-emotional learning, family and community engagement, and health and wellness.

Requirements

• High school diploma required.
• At least 2 years of administrative experience; nonprofit experience is 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 how administrative functions support the organization’s mission.
• Dependability and commitment to punctuality and preparedness.
• Collaborative team-player.
• Solid oral and written communication skills.
• Willingness to change priorities at short notice and a “whatever it takes” attitude.
• Strong computer skills, including proficiency with Microsoft Word, Excel, and Outlook.
• Strong belief in DREAM’s mission and values, including the belief that all students can succeed, and a desire to make a difference for students, families, and the community.
• Ability to meet the physical demands of the role, including standing, walking, bending, reaching overhead, lifting heavy objects, working in tight spaces, handling objects and operating tools or computers, and using close, color, and peripheral vision and depth perception.

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.

Responsibilities

• Support staff with ordering, ensure orders are placed and delivered on time, and maintain the procurement platform and its information.
• Help maintain supply areas and develop inventory systems for timely stocking and ordering; communicate with staff about order status.
• Support the monthly AMEX reporting process.
• Support outreach to prospective applicants, SchoolMint applications, family tours, recruitment and family engagement events, and re-enrollment outreach.
• Call families to support enrollment and new-family engagement, and take on additional recruitment responsibilities as needed.
• Plan and execute logistics for student recruitment events, including weekend and after-hours events.
• Identify and escalate facilities issues and needs to the Facilities Team; help conduct regular walkthroughs and uphold DREAM’s aesthetics standards.
• Maintain student information systems, including attendance, student rosters, and reporting for school staff.
• Assist with vendor contracts, invoice payments, and record keeping.
• Coordinate incoming and outgoing mail, including U.S. Postal Service and FedEx.
• Support collection and maintenance of student records, including physicals, immunizations, and pick-up lists.
• Provide administrative support as needed, such as ordering food and arranging transportation.
• Oversee the delivery system and arrange deliveries as appropriate; keep the office neat and common spaces clean 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 ensuring sufficient food is available.
• Support meal billing and systems for tracking student meal counts.
• Coordinate school meal service logistics, including scheduling and troubleshooting, and ensure compliance with safety expectations.
• Help maintain food-vendor relationships and deliver food and meal carts to the cafeteria and designated classrooms.

Benefits

• Flexible medical health plans, with DREAM subsidizing the majority of costs for employees and eligible family members.
• Choice among a variety 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 (EAP) support.
• 403(b) retirement plan with employer match starting at 4% after one year, with increases tied to 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 across the school year for school-based 12-month employees, including holidays, school breaks, personal days, and wellness days.
• Potential for annual performance-based salary increases.

What This Job Offers

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