Operations & Administrative Manager

Western Mass Training Consortium; Holyoke (MA); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Tuition Support

403(b) Plan

Paid holidays

Job summary

Western Massachusetts Training Consortium is hiring an Operations & Administrative Coordinator in the Administration division. This full-time, non-exempt role covers daily administrative and operational functions, supervising the Administrative Assistant, and supporting the Director of Operations.

The position participates in the Operations On-Call rotation and helps maintain efficient systems and a welcoming work environment.

Qualifications

• Strong administrative and organizational skills with attention to detail.
• Excellent communication and interpersonal skills grounded in inclusion and trauma-sensitive practice.
• Ability to maintain confidentiality and exercise sound judgment.
• Commitment to anti-racist, LGBTQ+ inclusive social justice values and the Consortium’s mission.
• Ability to lift at least 25 pounds and navigate office spaces comfortably.

Responsibilities

• Coordinate and oversee daily administrative and operational functions.
• Provide direct supervision to the Administrative Assistant, including regular check-ins, guidance, workload coordination, performance feedback, and support with professional development.
• Support clear priorities, accountability, and effective coordination of the Administrative Assistant’s responsibilities across Operations and the agency.
• Provide administrative support to the Director of Operations.
• Develop, maintain, and improve administrative systems, procedures, workflows, and organizational tools.
• Maintain agency records, archives, files, and operational documentation.
• Assist with organizational communications, scheduling, meeting preparation, and project coordination.
• Support agency compliance, safety, and operational reporting requirements.
• Serve as a member of the Administrative Team and provide backup support as needed.
• Provide administrative support to the Director of Operations.
• Assist with scheduling, communications, document preparation, and tracking tasks.
• Maintain filing systems including physical files, digital organization, and archival materials.
• Support preparation and logistics for meetings, staff gatherings, and internal events.
• Assist with documentation related to safety, property, equipment, and operational compliance.
• Track and coordinate agency-wide archives for 12 programs.
• Provide administrative assistance to agency or program staff as needed for backup.
• Serve as a member of the Administrative Team.
• Support the Director of Operations in maintaining and improving Operations systems during the interim period.
• Help update procedures, checklists, tracking tools, and workflows to strengthen operational consistency.
• Maintain organized documentation of Operations systems and ensure accessibility to relevant staff.
• Assist in identifying opportunities for clearer, more efficient processes within Operations.
• Support rollout of system updates by assisting with communication, materials, and revisions.
• Participate in the Operations On-Call rotation, responding to operational needs and following established procedures and escalation protocols.
• Monitor administrative office spaces and coordinate repairs or vendor visits when needed.
• Track and maintain inventory of office supplies, property-related items, and equipment.
• Conduct courier tasks for Operations, including transporting documents, supplies, or small equipment.
• Support documentation and coordination of safety inspections, maintenance requests, and compliance schedules.
• Assist with tasks related to agency vehicles such as logs, inspections, and mileage tracking.
• Perform miscellaneous duties as assigned.

Skills

Administrative organization

Communication

Confidentiality

Anti-racism / inclusive values

Physical strength

Job description

EMPLOYMENT STATUS: Full-time, non-exempt

HOURLY RATE / SALARY RANGE: $26-$28 per hour

SCHEDULE: Monday-Friday, 8:00 AM-4:00 PM

Position Overview

The Consortium is hiring an Operations & Administrative Coordinator within the Administration division. This is a full-time, non-exempt position working Monday through Friday from 8:00 AM to 4:00 PM. The position also participates in the Operations On-Call rotation, responding to operational needs and following established procedures and escalation protocols. The position reports to the Director of Operations and provides direct supervision and support to the Administrative Assistant.

The Operations & Administrative Coordinator supports the Western Massachusetts Training Consortium and its mission to create conditions where people have what they need to grow and thrive. This position coordinates administrative operations, office management, facilities support, organizational systems, and day-to-day operational functions while helping ensure efficient administrative services across the agency and a welcoming, organized, and accessible work environment.

About The Consortium

At The Consortium, we are a learning organization that values lived experience and is dedicated to supporting twelve inclusive communities across Western Massachusetts. We create conditions in which people who have faced marginalization, oppression, or otherwise have felt invisible are better able to pursue their dreams and strengthen communities through voice, choice, and inclusion. We are committed to addressing systems of oppression and to undoing the harms they have caused.

If you align with these values and are committed to social justice, we invite you to consider building your career with us.

Responsibilities

Administrative Operations & Team Coordination

• Coordinate and oversee daily administrative and operational functions.
• Provide direct supervision to the Administrative Assistant, including regular check-ins, guidance, workload coordination, performance feedback, and support with professional development.
• Support clear priorities, accountability, and effective coordination of the Administrative Assistant’s responsibilities across Operations and the agency.
• Provide administrative support to the Director of Operations.
• Develop, maintain, and improve administrative systems, procedures, workflows, and organizational tools.
• Maintain agency records, archives, files, and operational documentation.
• Assist with organizational communications, scheduling, meeting preparation, and project coordination.
• Support agency compliance, safety, and operational reporting requirements.
• Serve as a member of the Administrative Team and provide backup support as needed.

Administrative Support for Operations

• Provide administrative support to the Director of Operations.
• Assist with scheduling, communications, document preparation, and tracking tasks.
• Maintain filing systems including physical files, digital organization, and archival materials.
• Support preparation and logistics for meetings, staff gatherings, and internal events.
• Assist with documentation related to safety, property, equipment, and operational compliance.
• Track and coordinate agency-wide archives for 12 programs.
• Provide administrative assistance to agency or program staff as needed for backup.
• Serve as a member of the Administrative Team.

Operations Systems Development & Improvement

• Support the Director of Operations in maintaining and improving Operations systems during the interim period.
• Help update procedures, checklists, tracking tools, and workflows to strengthen operational consistency.
• Maintain organized documentation of Operations systems and ensure accessibility to relevant staff.
• Assist in identifying opportunities for clearer, more efficient processes within Operations.
• Support rollout of system updates by assisting with communication, materials, and revisions.
• Participate in the Operations On-Call rotation, responding to operational needs and following established procedures and escalation protocols.

Facilities & Property Coordination

• Monitor administrative office spaces and coordinate repairs or vendor visits when needed.
• Track and maintain inventory of office supplies, property-related items, and equipment.
• Conduct courier tasks for Operations, including transporting documents, supplies, or small equipment.
• Support documentation and coordination of safety inspections, maintenance requests, and compliance schedules.
• Assist with tasks related to agency vehicles such as logs, inspections, and mileage tracking.
• Perform miscellaneous duties as assigned.

Qualifications & Requirements

Required

• Strong administrative and organizational skills with attention to detail.
• Excellent communication and interpersonal skills grounded in inclusion and trauma-sensitive practice.
• Ability to maintain confidentiality and exercise sound judgment.
• Commitment to anti-racist, LGBTQ+ inclusive social justice values and the Consortium’s mission.
• Ability to lift at least 25 pounds and navigate office spaces comfortably.

Preferred

• Bilingual Spanish.
• Experience in operations, system development, administrative support, or reception.
• Experience in nonprofit, community-based, or multicultural environments.

Compensation and Benefits

• Competitive salary
• Medical, Dental, LTD, and Life Insurance
• Tuition Support
• 403(b) Plan
• Personal Leave Time Off, including vacation, bereavement, and sick days
• Twelve paid holidays

Equal Employment Opportunity

The Western Massachusetts Training Consortium, Inc. is committed to equal employment opportunity for all applicants and employees. We prohibit discrimination based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, genetic information, and disability, and we support affirmative action to address past imbalances in the workforce.