OST Operations Coordinator

Position Reports to: Director of Operations, OST

Hours: 10:00am - 6:00pm, with some occasional weekend hours

Salary: The salary range for this position is $50,000-$57,964. We believe in compensating staff members fairly in relation to each other. We take into consideration qualifications, credentials, years of experience, and one's impact on behalf of the organization - internal and external equity is taken seriously. East Harlem Scholars Academies also offers a comprehensive benefits package.

FLSA Status: Non-Exempt

Who We Are 

East Harlem Tutorial Program (EHTP) began in 1958 as a children's reading group and has since grown into a multi-site after-school program for traditional public school students and a network of public charter schools focused on significantly increasing the college graduation rate in East Harlem. We are on track to serve at least 25% of East Harlem students by 2025, with enrollment for this year at approximately 2200 students in our schools and after-school programs. In 2020, 99% of our seniors were accepted to college, and our current scholars in college are on-track to graduate at eight times the national average of their peers.

At EHTP we also aim to serve as an agent of change and thoughtfully contribute to the national fight for racial equity. Through our organization-wide commitment to anti-racism work, we prepare our scholars to effect change, challenge the status quo, and thrive in the world around them. As staff members, we face our own racial identities and conscious and unconscious biases. With this in mind, all of our professional development, curriculum, organizational materials, and processes are designed with a goal of racial justice. Read our racial equity statement here.

We ground all of our work in racial equity, in our core values, and in our four guiding pursuits: the Revolutionary Pursuit of Love, the Radical Pursuit of Knowledge, the Responsive Pursuit of Healing, and in the Relentless Pursuit of Results. These pursuits inform and are reflected in our current four key strategic priorities: to increase high-impact, high-quality academic curriculum, programming content, staff capacity, and coaching; to embrace and advance our use of technology; to deepen our embodiment of ethical and equitable radical humanity; and to efficiently operationalize teaching, learning, community, and care.

The Work and Why it Matters 

As a growing out-of-school-time (OST) department, the Operations Team interacts with and supports over 7 programs with populations in Pre-Kindergarten to College Scholars. The Operations Coordinator plays a key role in ensuring a consistent experience for both families and staff as they onboard/enroll and matriculate through our programs in afterschool and summer camp. The role is critical to the success of the OST Programs to help us stay in compliance with DOHMH regulations, ensure smooth operations daily, and continue to grow the OST programs to match the growing needs of East Harlem.

What You Will Accomplish

• Create and maintain a welcoming physical office space for guests, staff, families, and students at all locations
• Ensuring entry and exit systems for all community members (visitors, staff, students, and families) comply with legal best practices and our organizational core values
• Keep and maintain inventory across four locations, including ordering and ensuring the delivery of program supplies

• Utilize systems for student files, attendance, and other data collection including preparing and collecting programmatic files such as attendance and dismissal sheets
• Enforce safety systems and protocols regarding visitors, early pick-ups, and late arrivals. 
• Work with the Director of Operations to ensure all student files are accurate, complete, and current.
• Manage the creation and access of files upon enrollment and transfer of files upon exit of any student
• Work with the data team to ensure all student and family information is accurately captured in PowerSchool and Dean’s List
• Serve as interpreter or translator for school events and family communications. 
• Maintain the Operations Google Calendar with events and staff time off requests

• Work with the Data Associate and Operations Associate to ensure all student attendance is entered on time and accurately each week
• Check mailrooms daily to acquire important communications and packages, and deliver them to the correct stakeholders
• Provide coverage as needed at programs, including teaching a class and/or attending field trips
• All other duties as assigned by the Director of Operations, OST

Areas of Leadership

• Embodiment and effective modeling of our core values to exhibit and practice them
• Demonstrates a clear understanding of operations framework, systems, and online databases in both practice and technique
• Sets ambitious goals based on backward planning, demonstrating locus of control, and aligned with an overall vision for operational success
• Sets clear expectations and institutes routines and deadlines to establish and maintain a purposeful, supportive, and fun environment for learning, in which students feel safe, valued, and respected by adults and their peers
• Demonstrates a Team First mindset, through proactive contributions to the community, and advances his/her practice through reflection, development opportunities, participation in the professional community, and actively engaging families and community members

What Qualifies You 

• You hold yourself to high professional and ethical standards
• You enjoy and/or have experience working with diverse populations of students and communities
• You are open to the excitement and challenges of a growing organization 
• You are a team player and also can work independently
• You have a High School Diploma or equivalent prior to the start date for this role
• You have experience working within customer service, human resources, or school operations for at least one year
• You have experience working with Google Suite, including Docs, Sheets, and Forms
• You have experience in Dean’s List and PowerSchools (a plus not not required)
• You have an eagerness to learn new systems and skills
• You have fluency in Spanish and English

Please note that no one meets 100% of the desired qualifications. If much of this describes you, we encourage you to still apply.

Thank you in advance for submitting an application to East Harlem Tutorial Program