What are the responsibilities and job description for the Operations and Logistics Manager position at YES USA?
Job Description
Job Description
Dates and Location :
St. John’s University (Queens Campus), New York City
On-location camp dates : June 14 – August 16, 2025 (Housing Provided)
Some preparatory remote work is required in the weeks / months leading up to the camp.
Overview
The Operations & Logistics Manager is responsible for overseeing the day-to-day operations of the Summer ESL Camp, ensuring all logistical aspects run smoothly. This includes booking, scheduling, resource management, financial tracking, and overall administrative efficiency. The Operations & Logistics Manager works with the management team to ensure the smooth operation of our Summer Camp.
Coordinate with Center Director and host institution on mid-stay cleanings and linen exchanges.
Manage room bookings, remaining in contact with the host university to request spaces for on-campus events.
Reporting maintenance issues (broken AC in classrooms, plumbing in dorms, etc) to the host university, and following up to ensure the a solution is found in a timely manner.
2. Financial & Administrative Duties
Maintain the petty cash ledger for operational expenses; ensure timely payment of approved invoices and the filing of receipts.
Manage student damage deposits, tracking deposits at arrival and overseeing reimbursements upon departure.
Complete and file expense reports for all logistics-related purchases (e.g., food deliveries, bus bookings) with original receipts.
3. Off-Campus Excursions
Coordinate with the Director of Excursions in making all bookings for buses, meals, and attractions, delegating where appropriate.
Coordinate with the Center Director regarding excursion feedback and requests for additional activities.
Supervise departures for excursions and solve any problems as they occur.
4. On-Campus Activities
Order meals for on-campus dinners, keep receipts, and record transactions in the database
Assign staff members to roles for food deliveries, graduation ceremonies, and dance parties.
Provide appropriate supervision for meals in the cafeteria, including assigning YES USA staff, where appropriate.
Booking space for activities and parties.
5. Pre-Arrival Preparation
Ensure that paperwork on all students is correct and completed in advance
Oversee student housing assignments and ensure accurate record-keeping of room allocations, check-ins, and check-outs.
Supervise the admin team in contacting the guardians to obtain any missing
Track students' dietary restrictions and health issues, maintain accurate records, and provide necessary accomodations.
6. Arrivals and Departures
Ensure buses have been booked for airport pick-ups and drop-offs.
Assist with arrivals by creating welcome packets for groups and delegating check-in responsibilities to interns and activity leaders working on-campus.
7. Student Supervision & Safety
Enforce safety and security measures in dorms, classrooms, and excursion sites; address operational aspects of any disciplinary or emergency situations.
8. Additional Duties
Fill in for the Director of Excursions when they are unavailable.
Remain on-call to address urgent matters such as facility issues or last-minute changes to excursions or class locations.
Take on other operational tasks as directed by the main office or as needed to ensure a successful camp.
Qualifications
Proven experience in operations management, logistics, or a related field; prior work in an educational or camp setting is highly preferred.
Demonstrated leadership overseeing teams and coordinating with multiple departments (academic and excursion teams, etc.).
Strong organizational and problem-solving skills, with the ability to multitask effectively in a fast-paced environment.
Experience handling finances (petty cash, expense reporting) with accuracy and integrity.
Legal authorization to work in the United States.
Native-level fluency in English.
Hours
Expect long, flexible hours with on-call responsibilities to address operational needs.
One day off per week.
60 hours per week.
Application Procedure
Submit three professional references; a background check will be conducted.
Provide a copy of your university diploma (if applicable) and complete all required new hire paperwork upon accepting an offer.
Be prepared for pre-camp remote responsibilities and occasional on-site training sessions leading up to the start of the camp.
Compensation
This is a residential position with housing provided in a shared university dorm
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