Events and Program Operations Officer

Math For America, Inc.; New York, Northern (NY, KY); Hybrid; USD 80,000 - 95,000; Full time

Benefits offered by this job

36 days PTO

Paid lunch

Medical and dental plan

Retirement match 4:1

Tuition reimbursement

Job summary

Math For America is seeking an Events and Program Operations Officer to join the Professional Learning & Development team. You will oversee community programming, implement nightly programming, and coordinate with the Evening Program Manager to ensure smooth night-to-night operations.

The role emphasizes event execution, vendor relations, course catalog administration, and on-site support for evening events.

Qualifications

• 5+ years of experience in program operations or event coordination.
• Ability to manage mid-sized events with 100–300 attendees and tight deadlines.
• Strong familiarity with tracking expenses and processing vendor invoices.
• Experience with Salesforce, Marketing Cloud, or similar systems is desirable.
• Excellent written and verbal communication with a service-oriented mindset.

Responsibilities

• Oversee community programming, Interest Groups, and evening events.
• Administer course catalog operations and facilitator agreements.
• Lead Run of Show for major events (Think series, Muller Award, admissions, etc.).
• Provide on-site support for nightly in-person and virtual programming, including front desk and materials.

Skills

Event coordination

Program operations

Vendor relations

Budget tracking

Communication skills

Project management

Nonprofit experience

Multi-stakeholder coordination

Tools

Salesforce

Marketing Cloud

Job description

Must be available in-person until 6:00 p.m. Tuesday through Thursday, with flexibility to run and/or support evening events 2–3 times per month until 8:00 p.m.

Overview

M ƒ A is seeking a highly organized, collaborative, and detail-oriented professional to join our Professional Development (PD) team as the Events and Program Operations Officer. In this role, reporting to the Vice President of Professional Learning & Development, you will oversee the operations of our community programming and events. You will partner closely with our Program Officers and work directly alongside our Evening Program Manager to ensure our night-to-night operations run smoothly. This is an ideal role for a professional passionate about supporting STEM educators and building efficient, welcoming structures in a dynamic nonprofit environment. The PD team collaborates to ensure a robust Professional Development (PD) program, with each member bringing their energy and ideas to the table.

The Events and Program Operations Officer is responsible for event execution, community facilitation, and vendor operations. You will support our nightly evening programming, run the logistics for our various events, manage the teacher-led "Interest Groups," and handle our team’s ongoing invoicing and vendor relations. Strong communication, administrative, and project management skills are essential for success in this role.

Primary Responsibilities

1. Community Programming & Interest Groups

• Serve as the primary point person for M ƒ A ’s teacher-led Interest Groups and MƒAdventures.
• Review incoming teacher proposals, communicate decisions, and support long-term catalog planning.
• Manage support communications, send attendance tracking to facilitators, post available spaces on our internal network, and process final attendance.

2. Course Catalog Administration & Operations

• Partner with the programming team to build, manage, and execute the semester catalog of nightly programming.
• Generate Zoom links, copyedit final catalog elements, and distribute launch and reminder updates through Marketing Cloud.
• Act as the main coordinator for processing facilitator agreements, honoraria, and reimbursements for external facilitators, including tracking follow-ups and reminders.
• Maintain accurate, organized records of programming expenses and vendor invoices aligned with budget trackers.

3. Event Logistics & Execution ("Run of Show")

• Own the event operations and logistics for major M ƒ A community events, including the monthly Thursday Think speaker series, Muller Award events, Admissions events, and more.
• Draft agendas, facilitate planning meetings, develop project timelines, manage task lists, and track the team's progress toward logistical goals.
• Coordinate with facility staff regarding guest counts, room configurations, AV setups, security, catering orders, and on-site servers.

4. Evening Programming & On-Site Support

• Work on-site to support the flow of nightly in-person and virtual evening PD programming.
• Cover the front desk/lobby, greet incoming teachers, manage printing of physical materials, and assist with classroom setups.
• Coordinate with the Evening Program Manager to ensure that registration data, staff instructions, and teacher communications are aligned, and provide backup support for evening assistants as needed.
• Manage and update the digital display boards weekly with announcements, upcoming courses, and community shout-outs.

Qualifications

• 5+ years of professional experience in program operations, event coordination, hospitality management, or office/facilities operations (ideally within a nonprofit, school, or educational environment).
• Proven ability to manage multi-stakeholder project timelines, organize mid-sized event logistics (100–300 attendees), and maintain high attention to detail under tight deadlines.
• Strong familiarity with tracking expenses, processing vendor invoices, and handling administrative documentation like agreements and reimbursements.
• Comfort learning and navigating databases and software; practical experience with Salesforce, Marketing Cloud, or similar systems is highly desirable.
• Excellent written and verbal communication skills with a natural, service-oriented mindset tailored to supporting a professional community of educators.
• Experience with basic graphic design layout or digital communications (e.g., flyer formatting or digital media updates) is a plus, but not required.

Perks and Benefits

Salary range: $80,000-95,000 (commensurate with experience)

M ƒ A offers a generous benefits package, including:

• 36 days of Paid Time Off (PTO) annually
• Paid lunch when working in the office
• Premium medical and dental plan options
• 4-to-1 retirement match (up to 8%)
• Tuition reimbursement of up to $5,000 annually

M ƒ A is committed to building a diverse and inclusive team and strongly encourages candidates from historically underrepresented groups in STEM and education to apply.