Program & Operations Coordinator

The Program & Operations Coordinator is part of the Operations and Grants Management Department and the Network Department. The Operations and Grants Management Department oversees budget, grants, and contracts management processes and systems that enable planning and grantmaking at UJA-Federation of NY, ensuring efficiency, streamlining, and standardization across the division and organization. The Network Department supports 63 nonprofit core partners by promoting operational and programmatic excellence through financial and strategic interventions, including approximately $40 million annually in grants and non-financial resources such as expert consultants, professional networks, and cohort learning. This role supports both departments, managing program and event logistics, grants management, internal systems, and administrative processes in a collaborative, fast-paced environment.

Responsibilities

• Talent Development & Network Department Support
  • Coordinate administrative and logistical needs for Talent Development programs, including scheduling, meeting and event logistics, materials preparation, participant communications, and post-program evaluations.
  • Support program operations by maintaining records, tracking attendance, processing invoices and contracts, coordinating coaching grants, and assisting with participant recruitment and interview logistics.
  • Provide planning and day-of support for agency CEO convenings, meetings, retreats, and other department events, working directly with consultants and professionals.
  • Provide administrative and logistical support for Network Department initiatives and committees as needed.
• Operations & Grants Management Support
  • Support grants management processes by reviewing applications and reports in UJANet, maintaining accurate records, and assisting with data management activities.
  • Serve as a resource to colleagues by providing guidance on internal systems and processes.
  • Assist with departmental projects, process improvements, and other operational initiatives as assigned.
• General Responsibilities
  • Maintain accurate records and ensure timely completion of administrative tasks across assigned programs and initiatives.
  • Collaborate effectively across teams to support departmental priorities and deliver excellent service to internal and external stakeholders.
  • Perform other duties and special projects as assigned.

Requirements

• Full working knowledge of Microsoft Office Suite: Outlook, Word, Excel, PowerPoint.
• Minimum of two years’ experience with database systems including Salesforce.
• BA degree and prior work experience.
• Outstanding organizational, verbal, and written skills.
• Excellent relationship-building and interpersonal skills.
• Team-orientation and ability to work well with others.
• Self-starter able to work independently.
• Demonstrated and very strong attention to detail.
• Deep understanding of database and reporting systems, functionality, and internal processes.
• Demonstrated ability to handle multiple priorities simultaneously while maintaining strong attention to detail.
• Strong analytical skills and ability to identify and conceptualize trends and emerging issues.
• Ability to start and persist with specific courses of action while exhibiting high motivation and a sense of urgency.
• Active listening skills, including summarizing oral communications and asking clarifying questions.
• Ability to communicate warmly and helpfully while building credibility and rapport.
• Ability to collaborate with multiple stakeholders in a productive and patient manner.
• Ability to respond to requests for assistance in a timely and thorough manner.

Pay

The salary range for this role is $55,000–$60,000, commensurate with experience and qualifications.

Schedule

This is a hybrid position, with a set three days per week in the office.