School Operations Specialist

YouthBuild Philly • Philadelphia, PA

8d • Onsite

About The Position

The YouthBuild School Operations Specialist works directly under the Director of School Operations as part of the school operations team to ensure that the school and the school facility runs in an orderly and effective manner. Key responsibilities include recruitment and enrollment management, administrative support, event planning support, and supporting the program operational systems and infrastructure of the school.

Requirements

• At least 2 years of previous experience in recruitment, marketing, education and/or customer service (or some combination demonstrating readiness for the role)
• Demonstrated ability to execute initiatives, and work collaboratively relative to a school-wide recruitment program
• Experience in a student services environment, and a strong commitment to customer service with students, colleagues, and community partners
• Experience with school compliance and/or the desire to learn
• Represent YouthBuild at public events and interface with partners and funders, as needed

Nice To Haves

• A Bachelor's Degree (preferred)

Responsibilities

• Coordinate with external vendors to address routine facilities issues (HVAC, plumbing, windows, general repairs), with final approval/sign-off from Director of Operations
• Conduct daily building walkthroughs to identify issues, document needs, and update the building maintenance tracker to ensure that all spaces meet expectations and are student and staff ready
• Support coordination with the Facilities Technician to assign, track, and ensure completion of maintenance tasks
• Participate in daily communication to clarify priorities, review outstanding issues, and support operational alignment across teams
• Execute and maintain annual operational cycles and planning tools (facilities, systems, inspections, and maintenance schedules)
• Maintain and manage operational tracking systems (maintenance logs, work orders, and annual cycle spreadsheets)
• Ensure accurate and up-to-date documentation across all facilities and operational systems
• Manage room reservation systems and ensure appropriate scheduling, space setup, and usage across the building
• Support continuous improvement of operational workflows, communication systems, and tracking tools
• Support with health, safety, emergency, security management, and safety team
• Submit and process invoices for all facilities-related expenses in alignment with school procedures
• Order, track, and maintain inventory of facilities and operational supplies
• Ensure copier stations are fully stocked (paper, toner coordination, etc.)
• Monitor supply usage and anticipate reorder needs to ensure uninterrupted operations
• Support coordination and basic oversight of school vehicles, including scheduling, annual inspections, tracking, and maintenance coordination
• Ensure vehicles are maintained in alignment with safety and operational standards
• Serve as backup support for other School Operations Specialists across all workstreams when staff are out of office
• Serve as backup receptionist when needed, supporting front desk coverage and visitor flow
• Provide operational support for enrollment activities, including info session preparation and event logistics as well as applicant communications
• Support school-wide operational needs and special projects as assigned
• Serve as a mentor to students as part of the school’s community and culture expectations
• Perform other duties, as assigned by the Director of School Operations

Benefits

• Medical, dental, and vision insurance
• Flexible spending accounts
• 401(k) savings plan with an employer match
• Employer paid life insurance, short-term disability and long-term disability
• Educational assistance and professional development opportunities to enhance skills and career growth
• Supportive and collaborative work environment
• Strong community support and involvement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level