Operations & Program Coordinator

This is a part-time, non-exempt role. 32 hours/week (M-Th; 8:30am - 4:30pm) POSITION SUMMARY The Operations & Program Coordinator supports organizational effectiveness by ensuring smooth office operations and providing hands-on administrative and program logistics support. Reporting to the Chief Executive Officer, this role serves as a central operational anchor—coordinating administrative workflows, supporting volunteer and program processes, and ensuring day-to-day systems function efficiently in service of Brightlane Learning’s mission.

DUTIES AND RESPONSIBILITIES

These responsibilities reflect Operations & Program Coordinator’s commitment to adaptive support, solution-focused problem solving, self-directed leadership, and collaborative teamwork in service of Brightlane Learning’s mission.

Responsibilities include

Office Operations & Administrative Coordination Serve as the first point of contact for guests, answering phones and directing inquiries appropriately. Provide administrative support including mail processing, supply ordering, email and document routing. Assist with calendar coordination, scheduling meetings, and preparing meeting materials, supplies, and refreshments.

Serve as secretary for staff meetings, taking and distributing clear, accurate notes. Coordinate repairs and maintenance of office and kitchen equipment. Maintain paper personnel files in collaboration with HR, ensuring confidentiality and accuracy. Program Operations & Logistics Support Manage the snack, uniform and school supply programs, including inventory oversight, order fulfillment, and budget tracking.

Serve as a substitute Education Support Coordinator as needed to ensure program continuity. Maintain accurate tracking and reporting of materials distributed to families. Volunteer Process Support Assist the Volunteer Manager with volunteer onboarding processes, including interviews, background checks, database entry, and training logistics.

Support college student onboarding for clinical hours/practicums. Prepare materials and coordinate logistics for volunteer trainings. Organizational Engagement & Team Support Attend required meetings and special events to maintain alignment with organizational priorities. Contribute to team development by sharing operational insights and process improvements.

Complete additional duties as assigned in support of organizational effectiveness. PHYSICAL REQUIREMENTS Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this role. Ability to remain in a stationary position for extended periods while working at a computer or attending meetings.

Ability to move within school, tutoring, and event environments to support program logistics. Ability to lift and transport supplies up to 20 pounds (uniforms, school supplies, office materials). Ability to organize and manage physical inventory and materials. Ability to operate standard office equipment including computer, telephone, copier, and video conferencing tools.

Ability to participate in public-facing events, which may require standing for extended periods. ADDITIONAL EDUCATION/KNOWLEDGE/SKILLS REQUIREMENTS Education High School Diploma or GED required. Post-secondary coursework in education, social work, nonprofit management, or related field preferred. Experience Minimum of one (1) year of experience in an administrative, program support, or nonprofit setting.

Experience supporting logistics, inventory, or volunteer coordination preferred. Knowledge Familiarity with trauma-informed practices and barriers faced by families experiencing housing instability preferred. Basic knowledge of recordkeeping, confidentiality standards, and operational workflows. Skills & Abilities Strong written and verbal communication skills.

Strong organizational skills and attention to detail. Ability to manage multiple priorities simultaneously. Proficiency in Microsoft 365, Google Workspace (Docs, Sheets, Drive), and data entry systems. Ability to maintain appropriate professional boundaries when working with families, volunteers, and staff.