Program Operations Coordinator, SAGEServes

Services and Advocacy For•New York, NY

14d•Hybrid

About The Position

The Program Operations Coordinator plays a key role in supporting SAGEServes, which delivers participant programming to LGBTQ+ older adults across New York City and South Florida. This position provides essential administrative and operational support and works closely with members of the Special Programs and Care Management teams and with other departments across the agency. The SAGEServes Program Operations Coordinator will spend the bulk of their time supporting the Special Programs Department, with ongoing but limited time dedicated to the Care Management Department, no more than 7 hours per week.

Requirements

At least 2 years of experience providing administrative support to social service programs and/or non-profit leaders.
Strong organizational skills with the ability to manage multiple projects and schedules.
Strong interpersonal communication skills.
Ability to work independently and collaboratively as part of a team.
Proficiency in Microsoft Word, Excel, and PowerPoint, with the ability to learn Salesforce and other relevant software.
Demonstrated cultural humility and familiarity with issues impacting diverse older adults across race, ethnicity, socioeconomic class, sexual orientation, gender identity and expression, ability, immigration status, HIV status, and other intersecting identities.
A deep commitment to person-centered trauma-informed (PCTI) practice and LGBTQ+ affirming care is essential.
Demonstrate a deep commitment to LGBTQ+ communities and to equity and inclusion, including affirming and supporting transgender, non-binary, and gender non-conforming (TGNC) people, advancing racial equity, challenging ageism, and honoring the dignity and autonomy of LGBTQ+ older adults.
Center and uplift the voices, experiences, and leadership of LGBTQ+ older adults, grounded in the principle of “nothing about us without us.”
Prioritize meaningful collaboration with colleagues, partner organizations, and community members – actively listening to and learning from each other.

Nice To Haves

Experience working with LGBTQ+ and/or older adult communities.
Bachelor’s degree or equivalent professional experience preferred.
Bilingual fluency in Spanish/English.

Responsibilities

Coordinate operational, programmatic, and administrative functions within the Special Programs Department, including event logistics, grant reporting, and participant engagement.
Support the Director of Special Programs in preparing for and participating in internal and external meetings and speaking engagements, including developing prep materials and gathering relevant information, coordinating scheduling, logistics, creating agendas and taking notes, and tracking action items.
Assist in hiring and onboarding processes by leading initial screenings of job applicants, managing interviews scheduling and onboarding logistics, and facilitating departmental orientation for new team members.
Engage LGBTQ+ older adults participating in SAGEServes programming - staffing the information hotline, providing internal and external referrals using a PCTI approach, coordinating transportation and emergency fund requests, and completing intakes, as needed.
Conduct participant outreach and recruitment for programs, events, surveys, and other initiatives.
Prepare data and narratives for grant proposals and reports, in collaboration with Special Programs, Care Management and Development teams.
Coordinate the department’s timely and accurate submission of programmatic reports and deliverable data for internal and external use.
Support budget tracking and reconciliation – collecting documentation, processing and monitoring expenses, and maintaining organized financial records using Microsoft Excel and other financial tracking tools.
Manage the independent contractor agreement and vendor invoice pipeline, partnering with SAGEServes staff and the Finance Department to ensure timely payment.
Assist with program data collection and tracking, including maintaining accurate participant and program records in Salesforce and other internal databases.
Coordinate logistical and administrative aspects of Special Programs events and community gatherings, including managing vendor relationships, ordering catering and supplies, tracking registration, booking transportation, and supporting day-of logistics.
Develop program outreach content, including designing event flyers and materials, writing participant- and partner-facing communications, and ensuring brand and messaging consistency across Special Programs' external-facing materials and in alignment with the Communications Department’s and funders’ guidelines.
Serve as a liaison across departments to support communication, project coordination, and timely completion of administrative and operational tasks.
Support SAGE’s participation in the Heritage of Pride Parade and/or other Pride Month events.
Provide peer-level coverage of similarly scoped responsibilities during colleagues’ leaves or absences to ensure continuity of operations.
Other responsibilities and job duties as assigned.

Benefits

Two medical insurance plan options in which to enroll – with a very generous HRA contribution by SAGE and premium subsidies.
An annually funded HRA (of up to $5k) for gender affirming care not covered by medical insurance.
Dental and Vision insurance with premium subsidies.
A safe harbor 401(k) plan with a match from SAGE of up to 5%.
Generous PTO and office closures for holidays (including ½ day closures the day before many holidays!).
100% SAGE-paid family and medical leave for up to 12 weeks.
8 weeks of Sabbatical leave after seven years of employment.
100% SAGE-paid disability and life insurance with the opportunity to elect additional life insurance coverage for the employee and their dependents.
Medical and dependent care FSA and transit pre-tax benefits.
An Employee Assistance Program (EAP) for free and confidential support from licensed counselors on a variety of issues.
A really terrific team!
An opportunity to help make a positive impact on SAGE staff and culture!
A chance to support the LGBTQ+ community and be a part of an organization doing vital work!