Job Description
Job Description
Job Description
Salary: $48,000-$52,000
Position Overview
The Operations & Program Assistant provides high-energy, detail-oriented support to ART INCs Chief Operations & Programs Officer. This role ensures smooth coordination across all programs, sites, and events helping ART INC deliver trauma-informed, high-impact arts, education, and workforce programs for youth and families.
The ideal candidate thrives in fast-moving environments, enjoys working with young people, and can anticipate needs before they arise. They must be comfortable engaging with diverse children & youth populations, and individuals who may have experienced trauma, ages 7-24.
Core Responsibilities
1. Program & Youth Support
- Assist with daily operations of ART INCs three flagship programs: ASALA, Pathways to College or Careers, and SOLVE, as well as youth leadership and enrichment events and smaller programs.
- Help coordinate attendance, supplies, set-up, and documentation for after-school and weekend programming.
- Maintain positive, professional, and supportive interactions with students, families, and teaching artists.
- Serve as a calm, consistent adult presence during programming modeling ART INCs trauma-informed, youth-centered values.
2. Operations, Budget & Grant Support
- Assist the COPO with grant and budget management including organizing receipts, tracking expenditures, and maintaining
accurate spending records.
- Support compliance by ensuring financial documentation and reports are completed on time.
- Help the COPO stay on schedule with grant deliverables, budget deadlines, and related administrative tasks.
- Maintain organized digital and paper files for program and grant reporting.
- Monitor and restock supplies, assist with purchasing, and manage program inventory.
3. Administrative & Scheduling Support
- Coordinate calendars, schedule meetings, and prepare materials for internal and external stakeholders.
- Support communication across departments to ensure timely follow-through and task completion.
- Handle correspondence, print materials, and maintain organized systems for documentation.
4. Event & Logistics Coordination
- Help plan and execute community events, field trips, and student showcases.
- Coordinate logistics, setup, supplies, and volunteer support.
- Work collaboratively with the operations and marketing teams to ensure events run seamlessly and reflect ART INCs professional standards.
- Project & Manager Support
- Assist the COPO in coordinating project management across all program areas and departments she oversees.
- Help ensure Program Managers and other direct reports stay on track with deliverables, deadlines, and reporting requirements.
- Maintain shared project boards, timelines, and follow-up systems (e.g., Kanban, BambooHR, or shared spreadsheets) to keep tasks moving forward.
- Prepare weekly status updates or summary notes to brief the COPO on progress, challenges, and next steps.
- Track meeting outcomes and follow up with responsible staff to ensure accountability and completion.
- Support the COPO in organizing team huddles, retreats, and cross-department meetings to strengthen alignment and communication.
Qualifications
- Associates degree or equivalent experience in youth development, education, arts administration, or nonprofit operations.
- Minimum one year of experience supporting programs or administrative functions in a nonprofit, school, or youth organization.
- Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced setting.
- Strong interpersonal communication and teamwork skills.
- Comfort working with Black and brown youth and families from diverse backgrounds.
- Ability to maintain confidentiality and composure in challenging or emotionally charged situations.
- Flexible schedule, including occasional evenings or weekends for events.
Key Attributes
- Mission-driven with deep belief in ART INCs purpose.
- Self-starter who anticipates needs and follows through without constant supervision.
- Calm under pressure; able to problem-solve quickly and maintain professionalism.
- Compassionate, culturally competent, and committed to equity and inclusion.
Physical Requirements
- Must be able to stand, walk, and move throughout the building during program hours.
- Able to lift up to 25 lbs. for event setup when needed.
Success Looks Like
- Programs operate seamlessly, with all logistics handled in advance.
- Youth feel seen, supported, and safe.
- The COPO is fully supported and able to focus on strategic leadership.
- Communication across teams flows smoothly with clarity, follow-through, and shared accountability.
Job Tags
Flexible hours, Afternoon shift,