Operation Support Coordinator

About the role

In this Operations Support role for a New York City STEM education program, you will work closely with the admin team to manage internal and external communications, schedules, deadlines, and day-to-day operations. The position is growth-oriented, starting at 5 to 10 hours per week with the opportunity to increase hours and potentially grow into a full-time role based on performance. All meetings and scheduling will take place during Eastern Time business hours, with up to 1 to 2 hours of live Google Meet meetings daily.

Responsibilities

• Follow established SOPs to execute daily and weekly tasks, and identify improvements to report each week
• Update and manage operational deadlines through Asana
• Maintain "Inbox Zero" for company email accounts
• Manage calendars and appointments for the small team
• Communicate weekly with clients by email and phone to confirm program and contract details
• Provide weekly self-reporting on responsibilities, progress, and areas for improvement
• Prioritize tasks and communicate proactively when a deadline may be missed
• Maintain Google Sheets, Google Docs, Asana, and other operational systems accurately
• Manage instructors using the 10-Point Checklist and coordinate improvement interventions when needed
• Communicate with clients and vendors to support customer satisfaction and successful program delivery

Requirements

• Self-starter: Proactive, self-directed, and able to solve problems and prioritize work independently
• Highly organized: Detail-oriented and able to manage multiple deadlines and responsibilities
• Growth mindset: Actively seek and respond positively to feedback, and look for ways to improve processes
• Quick learner: Able to teach yourself new tools and processes quickly and ask specific questions when needed
• Strong English communication skills: Proficient in written and verbal communication
• Comfortable with creative writing, internal, external, and client communications, and professional correspondence
• Strong working knowledge of Google Workspace (Gmail, Google Drive, Docs, Sheets, Calendar)
• Experience with Asana or another project management platform (preferred)

30-60-90 Day Probation Period

Your performance will be reviewed closely during your first 30, 60, and 90 days, with specific deliverables and deadlines. You will receive written and/or verbal feedback from the admin team throughout this period. Strong performance includes:

• Communicating clearly and proactively
• Asking questions when you do not understand a task or process
• Completing assigned tasks and meeting deadlines
• Taking ownership of your responsibilities
• Identifying and communicating potential problems before they escalate
• Continuously improving your work and company processes

Failure to communicate about unclear tasks or consistently missing deadlines may result in additional feedback, coaching, or affect your ability to continue in the role.

Compensation and Performance Reviews

Compensation will be reviewed at 30, 60, and 90-day milestones based on performance, responsibilities, and overall contribution. Candidates may begin at a lower rate within the approved range, with potential increases as they demonstrate consistent success, take on additional responsibilities, and contribute to the company’s growth. Compensation may also be adjusted if performance consistently falls below expectations.