Associate Director of Program Operations

The Associate Director of Operations, Program will manage and optimize all operational aspects of the program, supporting programmatic goals and enhancing the overall staff and participant experience. This role is responsible for event management, budget oversight, partnership stewardship, team collaboration, and the continuous improvement of operational systems. The Associate Director of Operations will work closely with the regional head of program, Program Implementation Team (PILT), and other stakeholders to ensure seamless operations of all program activities in the New York City region.

This is a full time, hybrid position with Mondays and Wednesdays in office and Tuesdays, Thursdays, and Fridays remote. Occasional evening and weekend hours required to support event scheduling

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This position reports to the Senior Director of Program

Key Responsibilities

Operational Systems and Team Support

• Develop, implement, and monitor systems to support program staff in reaching their goals, including managing mentor-student matching, consent form collection, and the program launch tracker
• Facilitate alignment with organizational objectives through budget monitoring, regular reporting, and collaborating with the Mentor Engagement (ME) team for student recruitment and mentor-mentee matching goals
• Collect and assess feedback from Program Implementation Leaders (PILs) quarterly to enhance team collaboration and meeting effectiveness

Event Management

• Oversee all logistical aspects of program events, including calendar management, scheduling, office space coordination, and event tracking for 22 monthly events
• Ensure the successful execution of monthly and special events by coordinating with internal and external partners, maintaining accurate event records, and securing resources
• Staff and support 2-3 program events monthly, including some weekend events, with logistical planning for each

Budget & Financial Oversight

• Develop and oversee the annual program budget, track expenditures, and provide regular updates to senior leadership
• Maintain spending within budget constraints, ensuring at least 90% of allocated resources are used effectively

Partnership & Stakeholder Management

• Foster and maintain strong relationships with external partners, including managing all partner site requirements and compliance tasks
• Steward additional partnerships with CTE (Career and Technical Education) and oversee monthly data input, ensuring adherence to all program, FERPA, and additional legal documentation standards
• Manage and steward the FAO Schwartz Fellowship, ensuring ongoing support and development of fellowship responsibilities
• Schedule and conduct partnership meetings, support new partner onboarding, and manage site leads to ensure alignment with program objectives

Team Development & Coordination

• Manage the Program Operations Coordinator, ensuring consistent progress on compliance tracking, consent form collection, and other essential administrative tasks
• Collaborate with Program Implementation Leads to coordinate school visits, prospective partner engagements, and mentorship events

Developing Program Staff Culture

• Lead feedback sessions and surveys to assess leadership and program effectiveness, gathering input from program managers and making actionable improvements
• Innovate and adapt processes to align with evolving program needs and goals, with a focus on enhancing the efficiency and impact of the operations team
• Supporting Senior Director of Program in maintaining a strong culture of excellence centered around pair experience and student outcomes

Qualifications

• Bachelor’s degree in a relevant field or equivalent work experience
• Proven experience in operations management, preferably within an educational or non-profit setting
• Strong project management and budgeting skills with a track record of successful event planning and team coordination
• Commitment to mission-driven work and creating a supportive, inclusive environment for program staff and participants

Skills

• Attention to detail for accurate management of legal and compliance documentation
• Organizational skills to oversee the planning and execution of 22 events per month
• Excel proficiency to effectively manage data, budgets, and reports
• Facilitation skills for training and development of program staff
• Self-learner with the ability to adapt to new systems and technologies
• Creative thinker to develop new processes and enhance operational efficiency
• Excellent communication and interpersonal skills for managing cross-functional teams and external partnerships

Compensation and Benefits

• Salary $70,000-75,000 commensurate with experience
• Up to 100% employer funded comprehensive medical and dental coverage
• 18 days paid annual vacation (increasing annually to 21, 23, 25), 13 paid holidays your birthday one floating holiday, iMentor closed between Christmas and New Year’s Day, plus 6-7 sick days annually
• 401K match up to 4%
• Significant opportunities for professional development and growth including a $250 personal professional development budget in your first year, increasing to $500 in each subsequent year
• Hybrid Home/Office/School working arrangement
• Pre-tax commuter benefits
• Dependent care and health care flexible spending plans
• 1 hour of wellness time off per week for wellness activities of your choosing
• 9 weeks of paid parental leave