Business and Program Operations Coordinator

The STEAM Engine, a fast-growing 501(c)3 nonprofit STEM and Arts education startup, is looking for a reliable, organized individual with exceptional communication and problem-solving skills to join our growing team as a Business and Program Operations Coordinator. This role reports to the Founder/Executive Director and is responsible for performing administrative duties and office management.
As an early member of the STEAM Engine team, you will work alongside the Founder/Executive Director, gaining first-hand experience of a startup nonprofit’s exciting growth. This role provides the unique opportunity to work within every function across the STEAM Engine and gain invaluable learning experience in a fast-growing, disruptive, new organization with statewide impact.

This is the ideal position for those who want to work in a transformative nonprofit environment in the education field while learning about and creating an impact. We’re constantly innovating and refining our operations strategy, and you’ll play a huge role in it. Come build the future with us!
This job might be for you if:

• You are passionate about the STEAM Engine’s mission, vision, and our commitment to our team members, partners, donors, and community stakeholders.
• You are a “people person” who enjoys working with a variety of people – using empathy and interpersonal intuition, you observe situations and anticipate the needs of those around you.
• You are a reliable self-starter with a get-it-done approach – you hold yourself accountable and follow through on your commitments
• You are a problem-solver – you take on any project or challenge (no matter how large or small) and provide creative solutions.
• You are a self-directed, lifelong learner – you are eager to learn new things and welcome feedback for personal and professional growth.
• You have incredible time management – you proactively own & execute designated tasks independently, with the flexibility and ability to switch between different tasks easily
• You are systems-oriented – you constantly improve processes to make the team even more efficient and effective.

To sum up, we are looking for an ambitious problem-solver. If you are ready to meet the challenge of building the next great statewide youth education institution with a talented team of kind hearts and a big vision for the next generation of Oklahoma youth, please apply.

Not sure if you fit 100% of our job posting? We’d still love to hear from you! We firmly believe that with the right passion and work ethic in place many skills are teachable.

As the Business and Program Operations Coordinator, you will work alongside the Executive Director at the intersection of multiple operational areas to document and improve operational management systems and processes while coordinating administrative tasks, operational activities, and strategic projects. To be successful, you will develop a deep understanding of how to develop systems and processes to streamline operations in order to maximize human connection and foster relationships. This is where creativity meets problem-solving and execution.
 

This is a full-time (30+ hours/week), salaried, exempt position that reports to the Founder/Executive Director. The two of you will work side-by-side, interacting with staff, Board members, donors, volunteers, and other community members to drive our mission forward and scale our success.
 

• Manage the ED’s and organizational calendar including appointments, meetings, and Board and committee meetings including preparing agendas, talking points, and presentations as well as taking detailed notes and following up on action items
• Coordinate daily, weekly, and monthly communication with team members, donors, and partners via phone, email, text, and video chat, including monthly e-newsletter
• Support hiring/recruiting by creating a positive candidate experience
• Coordinate travel, logistics, itineraries, and all correspondence related to company activities
• Work cross-functionally with internal and external stakeholders to ensure outcomes are met
• Proactively identify opportunities for process improvement and organizational effectiveness
• Handle confidential material and sensitive communications

• Recruit, onboard, and deploy volunteers to support programs and events
• Steward volunteer groups and serve as point of contact for all volunteering related events
• Coordinate program materials/inventory ranging from loose materials and supplies, to STEM kits, Busy Bins, and Curriculum and other Resources
• Create and maintain a supply schedule to ensure supplies are available and accounted for prior to programs including: purchasing supplies, coordinating deliveries, organizing storage, and scheduling drop-offs/pickups
• Coordinate operational tasks of programming such as maintaining attendance records, program evaluation data tracking tools, and other program-wide needs
• Assist with STEAM Engine programming both in Partner Sites and in the community

• Lead various ad-hoc projects related to operations, programs, communications, grantwriting, and fundraising (this will require data entry and analysis)
• Plan organizational, professional, social, fundraising, and educational events including partner/donor dinners, employee team building activities, and special projects
• Contribute to local marketing efforts to drive applications, including flyering, outreach to influencers, planning for external events, and development of email campaigns

• Provide excellent customer service and hospitality for seamless day-to-day operations
• Perform organizational procedures for office management including office supply inventory, managing vendors, handling deliveries, and maintaining an organized, safe environment
• Order & restock a high-volume of administrative, operational, and program supplies and maintain order in supply and storage areas.
• Increase efficiency and support staff by streamlining repeatable operational tasks and training staff on the use of internal tools
• Manage the office independently if Executive Director is out of office
• Complete other errands and tasks around the office as needed

• Basic finance duties such as bookkeeping, deposits, invoices, and pulling financial reports with guidance from an outsourced accounting firm
• Donation processing duties including input, tracking, recognition, and reporting
• Human resources duties including coordination of benefits, payroll, and record-keeping
• Maintain insurance requirements (professional, liability, Director and Officer, etc.), and ensuring timely filing of requisite paperwork with federal, state, and local authorities (tax exemption filings, charitable solicitation filings, etc.)
• Manage company and employee software accounts, including website renewals

• Align with the STEAM Engine mission, vision, values and culture
• Be able to successfully pass a background check – most of our work is with children and youth – and we take their safety very seriously.
• Have work experience in an operational, administrative or finance related role
• Have proficiency in Microsoft Office Suite, Google Suite, and calendar management
• Have experience with data entry
• Have experience working with internal and external customers

• Bachelor or Master’s degree in a STEM discipline, Nonprofit Administration, Business, Library and Information Science, Education, Organizational Leadership, or similar.
• 2+ years’ experience in operations, implementation, project management or administration
• Experience working in a fast-paced, entrepreneurial startup environment
• Significant volunteer or work experience in a nonprofit organization
• Experience with CRM/donor database fundamentals (or demonstrated ability to learn quickly)
• Experience with task management tools like Trello, Asana, Basecamp, or Microsoft Project.
• Above average proficiency in Microsoft Suite, particularly Word and Excel
• Familiarity with software we currently use: Quickbooks Online; MailChimp; Bloomerang; Divvy; Trello

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must be able to regularly lift and/or move up to 50 pounds. While performing the duties of this job, the employee is regularly required to stand for extended periods of time, walk, use hands to finger, handle or feel, reach with hands and arms, stoop, kneel, crouch or crawl, and talk or hear.
 

SALARY: This is a full-time, 30+ hour per week, exempt position with a starting salary of $35,600.

HEALTHCARE REIMBURSEMENT: You will be eligible to participate in our Qualified Small Employer Health Reimbursement Account (QSEHRA) ($250 for individuals and $500 for families).

LOCATION & TRAVEL: This role will work in a hybrid work environment until the STEAM Engine moves into an office (expected in Fall 2021). Until then, you would work remotely with frequent travel using your personal vehicle to Partner Sites and in-person meetings across Oklahoma County. Once an office location is finalized, the Business and Program Operations Coordinator will be expected to work in-person at the office and out in the community the majority of the time.

SCHEDULE: A typical schedule is Monday through Friday 9:00-3:00 pm, with occasional afternoon and evening work as needed. Some functions can be performed remotely within the bounds of our Flexible Scheduling policy.

HOLIDAYS & PAID TIME OFF: 13 paid holidays and 15 days (120 hours) of Paid Time Off (“PTO”)

ADVANCEMENT: Opportunities for advancement in a high-growth, start-up environment – you’ll have line of sight to future roles like Operations or Program Manager, Director of Operations, Program Director, and/or Chief of Staff.

For more information about employment benefits visit our website: https://www.STEAMengineOKC.org/careers

The STEAM Engine is a fast-growing 501(c)3 nonprofit dedicated to unlocking the potential of Oklahoma youth. We help kids, particularly those from populations underrepresented in STEM (Science, Technology, Engineering, and Math), to develop the confidence and skills they need to pursue high-paying STEM careers. This creates one more opportunity to help kids across Oklahoma break the cycle of intergenerational poverty while developing a talent pipeline to close the STEM workforce gap in Oklahoma. For more information visit: https://www.STEAMengineOKC.org
 

The STEAM Engine provides equal employment opportunity without regard to race, color, gender, age, disability, religion, national origin, marital status, sexual orientation, ancestry, political belief or activity, or status as a veteran.
 

With the STEAM Engine’s commitment to reaching kids who are from populations who are underrepresented in STEM*, we reiterate our commitment to diversity, equity, and inclusion in our hiring practices. Persons who are underrepresented in STEM are especially encouraged to apply. (*Underrepresented in STEM: Female, Black, Hispanic, Native American, or from low-income or rural households.)