Program & Operations Coordinator

Position Summary:

The Program & Operations Coordinator is a part of the Operations and Grants Management Department and the Network Department.

The Operations and Grants Management Department is responsible for the budget, grants and contracts management processes and systems that enable and facilitate planning and grantmaking at UJA -Federation of NY. This team works to ensure efficiency, streamlining, and standardization, where applicable, across the division and the organization.

The Network Department supports our 63 nonprofit core partners by promoting and facilitating their operational and programmatic excellence through a variety of financial and strategic interventions. Network provides approximately $40 million annually in grants and non-financial resources such as expert consultants, supportive professional networks, and cohort learning to ensure the organizational health and efficacy of our closest partners. As part of Network’s overall mandate, we bring together professionals who work in the Jewish nonprofit sector – to learn from each other and support personal growth.   

The Program & Operations Coordinator plays a key role in supporting the work of both the Network Department, including Talent Development, and the Operations & Grants Management team. Working across these functions, the coordinator manages program and event logistics, supports grants management and internal systems, coordinates administrative processes, and contributes to the successful execution of department priorities. This position requires exceptional organizational skills, attention to detail, sound judgment, and the ability to build strong working relationships while managing multiple projects in a collaborative, fast-paced environment.

Key Responsibilities:

Talent Development & Network Department Support

• Coordinate the 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.
• Working directly with consultants and professionals participating in Talent Development programs, provide planning and day-of support for agency CEO convenings, meetings, retreats, and other department events.
• Provide administrative and logistical support for Network Department initiatives and for 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.

Qualifications and Competencies:

• 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 at the same time and maintain strong attention to detail
• Outstanding organizational, verbal, and written skills
• 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
• Can grasp important information in oral communications by actively listening, summarizing what has been said, and asking questions to clarify ambiguities
• Can communicate with others in a warm and helpful manner while simultaneously 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
• Team-oriented, able to work well with others, and also comfortable working independently, as needed.

Salary Information:

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

Reporting Line:

This role reports to the Executive Director, Operations and Grants Management and is a hybrid position, with a set three days/week in office.