Operations Coordinator

Job Summary

The Operations Coordinator is responsible for coordinating the administrative, operational, compliance, and data management functions for The Home's Afterschool & Camp Services Department, including 21st Century Community Learning Centers (21st CCLC), DYCD COMPASS Elementary and Middle School programs, summer programming, and other grant-funded initiatives. The Operations Coordinator serves as the department's operational lead by ensuring consistent implementation of organizational procedures, regulatory compliance, program documentation, reporting, data integrity, purchasing, and operational systems across multiple program sites. Working closely with the Program Manager, Program Directors, Assistant Program Directors, Data and Content Specialists, and administrative departments, the Operations Coordinator provides technical assistance and operational support to ensure programs operate efficiently, remain compliant with all contractual requirements, and are prepared for monitoring visits, audits, and inspections. This position supports program leadership but does not provide direct supervision of Program Directors or full-time program leadership staff.

Salary Range

Salary Range: $68,000–$75,000

How You'll Be Making a Difference

Operations Management
Coordinate the daily operational functions of the Afterschool & Camp Services Department.
Develop and maintain standardized operational procedures across all program sites.
Support implementation of departmental systems that improve efficiency and consistency.
Coordinate operational communications between program sites and organizational departments.
Assist with planning department meetings, trainings, and special events.
Support opening and closing procedures for new program sites.
Monitor operational needs and identify opportunities for continuous improvement.

Compliance & Quality Assurance
Monitor compliance with DYCD, 21st CCLC, DOE, OCFS School-Age Child Care (SACC), Department of Health (DOH), and organizational requirements.
Conduct scheduled site visits utilizing department compliance monitoring tools.
Review program documentation for accuracy and completeness.
Monitor participant files, enrollment documentation, attendance records, emergency files, incident reports, staff files, and required compliance documentation.
Assist Program Directors with preparation for monitoring visits, audits, inspections, and licensing reviews.
Develop corrective action plans and follow-up recommendations when operational deficiencies are identified.
Maintain department-wide compliance calendars and reporting deadlines.

Data Management & Reporting
Oversee departmental data management systems.
Monitor enrollment, attendance, participant demographics, and performance data across all programs.
Conduct regular audits to ensure data accuracy and integrity.
Generate monthly, quarterly, annual, and ad hoc reports for leadership.
Develop dashboards and performance tracking reports.
Assist with Annual Performance Reports (APR), grant reporting, and contract deliverables.
Collaborate with Program Directors to resolve data discrepancies.
Ensure timely submission of required reports to funding agencies and organizational leadership.

Administrative Coordination
Coordinate purchasing requests, supply orders, inventory tracking, and equipment distribution.
Assist with budget monitoring and purchasing documentation.
Review invoices, receipts, and purchasing records for accuracy.
Coordinate departmental calendars, meetings, and logistics.
Support payroll preparation by reviewing staff timesheets and identifying discrepancies prior to submission.
Maintain departmental operational files and electronic records.
Training & Staff Compliance
Monitor completion of required onboarding activities for new staff.
Track employee clearances, fingerprinting, Department of Health requirements, and employment documentation.
Maintain records of required DYCD, DOE, and OCFS School-Age Child Care (SACC) trainings.
Monitor annual professional development and certification requirements.
Notify supervisors of upcoming training deadlines and compliance deficiencies.
Assist in coordinating department-wide trainings and onboarding sessions.

Site Support & Technical Assistance
Serve as the primary operational resource for Program Directors and Assistant Program Directors.
Provide technical assistance regarding departmental procedures, documentation, reporting systems, and compliance requirements.
Assist site leadership with enrollment systems, attendance reporting, purchasing procedures, and operational processes.
Collaborate with the Program Manager to support program quality initiatives.
Support implementation of department-wide operational improvements.

Qualifications

• Bachelor's Degree required in Business Administration, Public Administration, Education, Human Services, Nonprofit Management, Data Management, Organizational Leadership, or a related field.
• Minimum of three (3) + years of progressively responsible administrative, operational, compliance, or program coordination experience.
• Experience working with grant-funded youth development, educational, afterschool, or nonprofit programs preferred.
• Experience with DYCD, 21st CCLC, DOE, OCFS School-Age Child Care (SACC), or other publicly funded youth programs preferred.
• Experience conducting compliance reviews, operational monitoring, or quality assurance activities preferred.
• Strong experience managing multiple priorities across several locations.
• Advanced proficiency in Microsoft Excel, Microsoft Office Suite, Google Workspace, and electronic database systems.
• Experience with data reporting and analysis preferred.
• Bilingual English/Spanish preferred.

Additional Qualifications

• Knowledge of operational management principles.
• Knowledge of DYCD, 21st CCLC, DOE, and OCFS School-Age Child Care regulations.
• Knowledge of data management, reporting, and compliance systems.
• Strong analytical and problem-solving skills.
• Excellent organizational and project management skills.
• Able to manage multiple projects and competing priorities.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Able to develop and improve operational systems.
• Able to conduct compliance reviews objectively and professionally.
• Able to build collaborative working relationships with staff across multiple program sites.
• Proficiency with Microsoft Office Suite, electronic databases, and reporting software.
• Able to obtain and maintain all required clearances, background checks, certifications, and approvals required by DYCD, DOE, OCFS, DOH, and The Home for Little Wanderers as a condition of employment.
• Able to successfully complete all required pre-service onboarding prior to the first day of work and all mandatory OCFS School-Age Child Care (SACC), DYCD, DOE, and organizational training requirements within thirty (30) days of hire, unless an earlier completion date is required by law, regulation, or organizational policy.

Valuing Diversity

We are committed to excellence in diversity, equity, and inclusion, while simultaneously creating a culture that supports those values. We believe the differences we bring enhance our ability to provide exceptional service and care to diverse children, families, and communities. Moreover, diversity, equity, inclusion, and belonging align with our values and our mission to help vulnerable children and their families build permanent, positive change.