OST Operations Specialist

Public Health Management Corporation•Philadelphia, PA

About The Position

The OST Operations Specialist assists the OST Intermediary team with administrative and programmatic projects and supports the team’s daily operations. The position reports to the Senior Operations Manager and, under that manager’s supervision, also supports activities led by other senior managers, including provider convenings, communications, and engagement projects. PHMC serves as the intermediary for Philadelphia’s Department of Human Services Out-of-School Time Project and the Mayor’s Office of Education Extended Day/Extended Year Initiative. The intermediary supports a citywide network of more than 65 contracted providers delivering approximately 180 programs at 145 school- and community-based locations. Its work includes program monitoring and support, contract oversight, data management, and fiscal oversight. The initiatives serve approximately 9,500 K–12 youth through afterschool, before-school, and summer programs in Philadelphia.

Requirements

Associate degree or better.
At least 2 years of administrative experience in a fast-paced environment.
Strong organizational skills and attention to detail.
Ability to meet deadlines and prioritize multiple projects simultaneously.
Professional oral and written communication skills, including proofreading and editing for content, grammar, and spelling.
Ability to work with minimal supervision.
Strong customer service skills and professionalism when interacting with community partners and stakeholders.
Ability to work as part of a team and represent the team when interacting with other departments.
Basic understanding of the social service or youth development sector.
High proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Proficiency with Adobe Acrobat, web-based conference systems, and web-based email communication systems.
Ability to learn and use new software and web-based applications quickly with minimal formal training.
Ability to operate standard office equipment, including multifunction devices, multi-line phone systems, and audio-visual equipment.

Nice To Haves

Bachelor’s degree.
Familiarity with Zoom, Mailchimp, and Cognito Form Builder.
Experience with social media platforms for program or organizational promotion.
Nonprofit experience.

Responsibilities

Support contract development and confirmation, including converting contracting documents among budgeting, expense reporting, and budget revision formats.
Track invoicing and payments for OST subcontract and training contracts.
Purchase program materials within funder guidelines, use multiple vendors and purchasing protocols, and document purchasing and reconciliation status in web-based and internal data systems and Excel spreadsheets.
Maintain documentation for purchase orders, invoices, shipments, and deliveries; prepare purchase requests and track vendor and contractor payments through PHMC’s Document Management System.
Arrange travel or training for team members when needed, place and receive catering orders, participate in purchasing status meetings, and occasionally conduct site visits to funded programs.
Maintain stakeholder contact lists and support mail merge activities.
Support production of a bimonthly newsletter by collecting and researching content, compiling, editing, and formatting it in MailChimp or another communications application.
Support external communications through social media and manage email distribution and communications accounts and provider-agency contact lists.
Maintain OST Eventbrite and Zoom accounts; host Zoom and Microsoft Teams meetings and webinars; and manage registrations and invitations.
Help coordinate special events, including space reservations, registration tracking, facilities coordination, logistics, catering, supply purchases, and event support.
Track participation in webinars, meetings, and other training activities, and provide providers with technical support for professional-development enrollment and account maintenance.
Maintain team calendars, schedule meetings, and reserve internal and external meeting spaces.
Respond to or route general inquiries received by email, phone, or internal referral; compose replies and draft correspondence as requested.
Create and maintain electronic and paper department filing systems.
Manage department equipment and supply inventory, including computers, software, cell phones, cabinets and locks, and training materials; seek PHMC IT assistance when needed.
Support onboarding for new hires and interns, including introductory letters, orientation schedules, paperwork, identification, and technology setup.
Maintain meeting recaps, review them with the team, and save them centrally.
Perform other agency-related duties and special projects as directed by the supervisor.