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Operations Coordinator

Free Library of Philadelphia Foundation

About Read by 4th:
Read by 4th is Philadelphia’s citywide movement for early literacy, comprised of an ever-growing coalition of families and their partners working to protect every child’s right to read. Campaign partners work to advance change by supporting families, literacy-rich communities, and systems that put children on the path to reading success.

The Read by 4th coalition is supported by a small backbone team based at the Free Library of Philadelphia Foundation. The role of backbone staff includes convening and aligning partners, gathering and sharing data to inform strategy and continuous learning, communications to share resources and to celebrate partners, and other efforts to build an impactful citywide movement.

Position Summary:

The Operations Coordinator provides critical administrative and operational support to the campaign. This includes managing our stock of collateral and supplies, supporting meeting and event logistics, processing and tracking all spending, interfacing with vendors, and coordinating special events.

Competitive candidates will have strong project management and event planning skills, the ability to juggle multiple deadlines at once, and passion for supporting early literacy in Philadelphia.

This position is full-time, exempt, and reports to the Director of Strategic Partnerships of Read by 4th.

Specific Responsibilities:

Administrative:

  • Manage inventory of books and materials; create and implement process for receiving and fulfilling requests for materials from partner organizations
  • Manage relationships with vendors, including requests to vendors for print orders and supplies
  • Process invoices and expenses for staff and vendors
  • Maintain database used to track expenses against annual departmental budget​

 

Meetings and Events:

  • Coordinate logistics for partner meetings and events, including scheduling, RSVPs, and virtual platforms and/or room reservations
  • Coordinate logistics around our workshops including preparing materials, supporting facilitators, and tracking data​

 

Partner and Program Support:

  • Coordinate onboarding process for new partners
  • Handle logistics of special projects and pilot initiatives that arise over the course of the year (i.e. ordering and distributing books or printed materials, volunteer events)
  • Oversee all material and operational aspects for parent and family workshops (i.e. scheduling, managing RSVPs, and logistics of distributing take-home materials)
  • Develop, optimize and apply operational strategies to all aspects of the campaign​

 

Qualifications:

Skills:

  • Exceptional interpersonal and communication (oral and written) skills
  • Ability to build positive, collaborative relationships with partners from a variety of backgrounds
  • Experience managing logistics for virtual meetings and events
  • Familiarity with common productivity and virtual meeting tools
  • Capacity to pay close attention to detail while working in a fast-paced environment
  • High degree of organization and the ability to plan, track, and execute projects on time
  • Ability to coordinate with colleagues and partners, meet deadlines, and manage multiple tasks
  • Self-starter who knows when to ask for help

Special Conditions:

  • This job requires occasional physical labor; applicants should be able to lift and carry boxes weighing up to 40 lbs.
  • Occasional travel within the Philadelphia area is required.
  • Occasional evening and weekend hours are required (i.e. special events).
  • Currently this position is primarily remote, with occasional time onsite required to manage and distribute our inventory of books and print materials. At some point this will transition back to an office-based role, when deemed safe and appropriate.

This position has a Full Benefit Package: Health, dental, life, and disability insurances; flex benefits and retirement plan; generous leave time allowance.

Application Process

We strongly encourage Black people, indigenous people, people of color, LGTBQ people, seniors, and speakers of multiple languages to apply.

Education Level: 
Bachelor's degree
To Apply

Please email resume and cover letter as one pdf to Christine Kowalski (kowalskic@freelibrary.org) with “Operations Coordinator” in the subject line.