Operations and Outreach Coordinator

Higher Achievement - Pittsburgh, PA4.2

Higher Achievement, a nationally acclaimed nonprofit organization working to close the achievement gap for motivated, yet underserved students from low-income communities, seeks an Operations and Outreach Coordinator.

Position Summary: Higher Achievement showers our scholars with academic opportunities through a proven program model, and the Operations and Outreach Coordinator is a key member of the team that supports those scholars. Working under the Executive Director, this position is responsible for providing general operations support to Higher Achievement Pittsburgh in the areas of vendor, facilities, and technology management, as well as administrative support in accounts payables/receivables, human resources and programs. Additionally, this position provides support to the Manager of Development in the areas of outreach, communications, and grant support.

The Organization

Higher Achievement believes that talent is everywhere, but opportunity is not. We work to close the achievement gap for motivated - yet underserved - students from low-income communities. We intervene during the critical transition to middle school by providing year-round, multi-year support for students in the 5th – 8th grades. As students prepare to graduate from our program in the 8th grade, we help them transition successfully to advanced high school programs that keep students on track for college. On average, 95% of Higher Achievement scholars graduate high school on time.

Founded in 1975 in Washington, DC, as a grassroots effort to create learning opportunities for children in low-income neighborhoods, Higher Achievement has impacted the lives of more than 10,000 young people and currently operates achievement centers in Washington, DC, Alexandria, VA, Baltimore, MD, Pittsburgh, PA, and Richmond, VA. Higher Achievement’s award-winning model of rigorous academic mentoring, individualization of services, and comprehensive academic support is guided by leading research for effective out-of-school time programs. More information about Higher Achievement may be found at: http://www.higherachievement.org.

Key Duties and Responsibilities:
Operations Support

Ensures all aspects of office are maintained and secure.
Ensures that all equipment is fully functioning and all necessary supplies are available; manages contractors as needed.
Documents and manages affiliate administrative procedures.
Manages vendors for all necessary supplies, services, and materials.
Researches and negotiates vendors and suppliers to ensure prudent use of resources; reassesses as necessary.
Ensures all essential telephone, copier, network, and wireless systems are fully functioning.
Coordinates access to systems for incoming and outgoing employees, including O365, HAPI, etc.
Serves as the main point of contact and troubleshooter to affiliate staff for all systems issues.
Manages inventory of cell phones, laptops and computers.
Serves as the office expert on systems and resources.
Prepares payables for processing and approval by Executive Director.
Manages affiliate payables files.
Manages and reconciles office credit cards.
Ensures locally received funds are processed in accordance with protocol. Ensures prompt deposits of receipts.
Human Resources Support

Serves as the liaison to the national office for human resources matters, communicating with managers and staff as needed.
Facilitate all Hiring Forms and Change of Status forms with signature by ED
Coordinates all paperwork related to separations, including change of status forms, account closures, and inventory
Ensures timely submission and approval of timesheets.
Maintains confidentiality and professionalism with employee information, salary details, performance issues, etc.
Supports staff in posting job announcements on external websites
Communicates with National HR staff to understand when new employees (full-time, part-time, and seasonal) are cleared to start employment
Coordinates all local program clearances (i.e. school district approvals) and communicates with program staff as necessary
Program Support

Manages and secures educational and supplemental supplies for centers. Ensure program staff have materials and supplies needed to complete their jobs
Coordinates food services and transportation for centers, if needed.
Assists with other administrative duties as necessary and possible.
Oversees development and maintenance of the affiliate’s calendar of events, keeping track of deadlines, partners, and opportunities for improvement for each successive experience as well as celebratory events for the office as well as scheduling appointments
Manages programmatic data entry and standard database reporting
Outreach and Development

Support development of content for the affiliate newsletter
Organize and support community outreach activities, meetings and other events, as needed
Assist with the preparation of written communication and the compilation of packets and mailings
Prepare communications, social media, and email blasts to Higher Achievement’s partners
Assist with grant and report writing and submissions as needed
Provide administrative support for advisory board activities and other donor events
Compile data to respond to requests for programmatic information

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related, or a logical assignment to the position.

Knowledge, Skills, and Abilities

Commitment to the mission and work of Higher Achievement
Minimum of one year experience working in an office setting required
Extremely organized with exceptional attention to detail and ability to coordinate numerous responsibilities and deadlines at once in a fast-paced environment
Strong technology skills, including experience with databases and ability to learn new systems quickly; familiarity with O365 and Raiser’s Edge strongly preferred
Strong communication skills, including by phone, email, and in person
Strong writing skills, including editing, required. Experience writing proposals and reports a plus
Ability to present information concisely and effectively, both verbally and in writing
Ability to work well on a collaborative team and build strong external relationships as needed
Ability to take initiative in finding solutions to problems
Ability to exercise judgment and discretion in handling sensitive and confidential issues
General understanding of budget and accounting processes
Compensation and Benefits: This is a regular, full-time, non-exempt position. The annual salary for this position is in the mid-thirties and commensurate with skills and experience. Higher Achievement offers competitive benefits, including: company-paid insurance (medical, dental, vision, life, and long and short-term disability insurance); paid holidays; five weeks of paid time off; professional development funds; and tuition reimbursement.

Physical Requirements and Work Environment: Work is regularly performed in an office environment. Employee may spend long periods of time sitting, standing, and walking. Employee regularly lifts, carries, and positions objects weighting up to 20 pounds. Position involves regular use of a computer and keyboard, telephone, and face-to-face communication; employee must be able to communicate clearly and professionally in all of these situations.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information: This position requires a criminal background check prior to hire, and candidate must be able to pass all additional clearance requirements as mandated by school districts and state/local municipalities.

To Apply: Visit Higher Achievement’s website, www.higherachievement.org/careers. Interested applicants must upload a resume and cover letter. Priority consideration will be given to applicants who address the listed qualifications and their interest in the mission and work of Higher Achievement in their cover letter. Applications will be accepted until position is filled; interested applicants are encouraged to apply immediately. Please, no phone calls, emails or recruiters.

Higher Achievement provides equal employment opportunities to all employees and applicants without regard to race, color, ethnicity, religion, national origin, ancestry, gender, sex, gender identity or expression, age, medical condition, sexual orientation, marital status, citizenship, pregnancy, physical or mental disability, genetic information, veteran status, military status, caregiver or family status, political affiliation, or any other characteristic protected by federal, state, or local laws.