Program Operations Coordinator, SAGEServes

Services and Advocacy For; City of Niagara Falls (NY); On-site; USD 46,800 - 57,200; Full time

Benefits offered by this job

Medical insurance

Dental and Vision insurance

PTO and holidays

401(k) match

Union-covered position

Job summary

SAGE is seeking a Program Operations Coordinator for SAGEServes in New York City to provide essential administrative and operational support to the Special Programs and Care Management teams. The role includes event logistics, grant reporting, participant engagement, and coordination of meetings, screenings, and onboarding processes.

The ideal candidate will be highly organized with strong communication skills, capable of independent work, and proficient in Word, Excel, PowerPoint, and

Qualifications

• At least 2 years of experience providing administrative support to social service programs and/or non-profit leaders.
• Strong organizational skills with the ability to manage multiple projects and schedules.
• Strong interpersonal communication skills.
• Ability to work independently and collaboratively as part of a team.
• Proficiency in Microsoft Word, Excel, and PowerPoint, with the ability to learn Salesforce and other relevant software.
• Demonstrated cultural humility and familiarity with issues impacting diverse older adults.

Responsibilities

• Coordinate operational, programmatic, and administrative functions within the Special Programs Department, including event logistics, grant reporting, and participant engagement.
• Support the Director of Special Programs in preparing for and participating in internal and external meetings and speaking engagements, including developing prep materials and gathering relevant information, coordinating scheduling, logistics, creating agendas and taking notes, and tracking action items.
• Assist in hiring and onboarding processes by leading initial screenings of job applicants, managing interviews scheduling and onboarding logistics, and facilitating departmental orientation for new team members.
• Engage LGBTQ+ older adults participating in SAGE serves programming by staffing the information hotline, providing referrals, coordinating transportation and emergency fund requests, and completing intakes as needed.
• Conduct participant outreach and recruitment for programs, events, surveys, and other initiatives.
• Prepare data and narratives for grant proposals and reports, in collaboration with related teams.

Skills

Organizational skills

Interpersonal communication

Independent work

Microsoft Word

Microsoft Excel

PowerPoint

Salesforce

Education

Bachelor’s degree or equivalent professional experience

Tools

Salesforce

Microsoft Word

Microsoft Excel

PowerPoint

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Operations Coordinator, SAGEServes

Full Time New York, NY, US

Salary: $52,000.00 Annually

SAGE is the world’s largest and oldest organization dedicated to improving the lives of LGBTQ+ older adults (lesbian, gay, bisexual, transgender, queer and questioning, and other self-identifying members of the community). Founded in 1978 and headquartered in New York City, SAGE is a national organization that offers supportive services and consumer resources for LGBTQ+ older adults and their caregivers, advocates for public policy changes that address the needs of LGBTQ+ older people and provides cultural competency training for aging providers and LGBTQ+ organizations.

What we need

The Program Operations Coordinator plays a key role in supporting SAGEServes, which delivers participant programmingto LGBTQ+ older adultsacross New York City and South Florida. This position provides essential administrative and operational support and works closely with members of the Special Programs and Care Management teamsand with other departments across the agency. The SAGEServes Program Operations Coordinator will spend the bulk of their time supporting the Special Programs Department, with ongoing but limited time dedicated to the Care Management Department, no more than 7 hours per week.

Who we need

Successful candidates for this role will be highly organized with strong attention to detail and strong verbal and written communication skills. They will be proactive in taking initiative to anticipate program needs, working both collaboratively with colleagues in Special Programs, Care Management and other departments, as well as independently managing multiple priorities and projects. A deep commitment to person-centered trauma-informed (PCTI) practice and LGBTQ+ affirming care is essential.

What you’ll do

Program and Administrative Support

• Coordinate operational, programmatic, and administrative functions within the Special Programs Department, including event logistics, grant reporting, and participant engagement
• Support the Director of Special Programs inpreparing forandparticipatingin internal and external meetings and speaking engagements, including developing prep materials and gathering relevant information, coordinating scheduling, logistics, creating agendas and taking notes, and tracking action items
• Assistin hiring and onboarding processes by leading initial screeningsof job applicants, managing interviews schedulingand onboarding logistics, and facilitating departmental orientation for new team members
• Engage LGBTQ+ older adults participating in SAGEServes programming - staffing the information hotline, providing internal and external referrals using a PCTI approach, coordinating transportation and emergency fund requests, and completing intakes, as needed
• Conduct participant outreach and recruitment for programs, events, surveys, and other initiatives

Grant and Data Support

• Prepare data and narratives for grant proposals and reports, in collaboration with Special Programs, Care Management and Development teams
• Coordinate the department’s timelyand accurate submission of programmatic reports and deliverable data for internal and external use
• Support budget tracking and reconciliation– collecting documentation, processing and monitoring expenses, and maintaining organized financial records using Microsoft Excel and other financial tracking tools
• Manage the independent contractor agreement and vendor invoice pipeline, partnering with SAGEServes staff and the Finance Department to ensure timely payment
• Assist with program data collection and tracking, including maintaining accurate participant and program records in Salesforce and other internal databases

Events Coordination

• Coordinate logistical and administrative aspects of Special Programs events and community gatherings, including managing vendor relationships, ordering catering and supplies, tracking registration, booking transportation, and supporting day-of logistics
• Develop program outreach content, including designing event flyers and materials, writing participant- and partner-facing communications, and ensuring brand and messaging consistency across Special Programs' external-facing materials and in alignment with the Communications Department’s and funders’ guidelines

Organizational Support

• Serve as a liaison across departments to support communication, project coordination, and timely completion of administrative and operational tasks
• Support SAGE’s participation in the Heritage of Pride Parade and/or other Pride Month events
• Provide peer-level coverage of similarly scoped responsibilities during colleagues’ leaves or absences to ensure continuity of operations
• Other responsibilities and job duties as assigned

While no one person embodies all the qualities outlined below, the ideal candidate will possess many of the following professional and personal abilities, attributes, and experiences. Please consider applying, even if you do not have all the “need-to-haves!”

Need-to-haves:

• At least 2 years of experience providing administrative support to social service programs and/or non-profit leaders
• Strong organizational skills with the ability to manage multiple projects and schedules
• Strong interpersonal communication skills
• Ability to work independently and collaboratively as part of a team
• Proficiencyin Microsoft Word, Excel, and PowerPoint, with the ability to learn Salesforce and other relevant software
• Demonstrated cultural humility and familiarity with issues impacting diverse older adults across race, ethnicity, socioeconomic class, sexual orientation, gender identity and expression, ability, immigration status, HIV status, and other intersecting identities

Nice-to-haves

• Experience working withLGBTQ+ and/or older adult communities
• Bachelor’s degree or equivalent professional experience preferred
• Bilingual fluency in Spanish/English

Values

As a mission-driven organization, SAGE works to improve the quality of life for LGBTQ+ older adults, advocates for their rights, deepens understanding of aging across all communities, and promotes positive representations of LGBTQ+ life in later years. In this role, candidates will:

• Demonstrate a deep commitment to LGBTQ+ communities and to equity and inclusion, including affirming and supporting transgender, non-binary, and gender non-conforming (TGNC) people, advancing racial equity, challenging ageism, and honoring the dignity and autonomy of LGBTQ+ older adults.
• Center and uplift the voices, experiences, and leadership of LGBTQ+ older adults, grounded in the principle of “nothing about us without us.”
• Prioritize meaningful collaboration with colleagues, partner organizations, and community members – actively listening to and learning from each other.

Learn more about SAGE’s mission and the values that guide our work here .

• Reports to: Director of Special Programs
• Schedule: Full-Time, 35 hours per week. Hours are typically Monday-Friday, from 9:30am-5:30pm. Occasional evenings, holidays, or weekends may be needed to accommodate programs and events.
• FLSA status: Non-exempt/hourly
• Work location: Hybrid. Required to work in-person at SAGE’s NYC headquarters at least 2 times per week, with flexibility needed to accommodate programs and events. Very occasional travel required to other SAGE locations throughout NYC.
• Affiliation: This is a union-covered position, and the successful candidate will be required to join the SAGE Workers Union and is covered by the Union’s Collective Bargaining Agreement.
• The benefits: SAGE offers a rich benefits package including:
• Two medical insurance plan options in which to enroll – with a very generous HRA contribution by SAGE and premium subsidies
• An annually funded HRA (of up to $5k) for gender affirming care not covered by medical insurance
• Dental and Vision insurance with premium subsidies
• A safe harbor 401(k) plan with a match from SAGE of up to 5%
• Generous PTO and office closures for holidays (including ½ day closures the day before many holidays!)
• 100% SAGE-paid family and medical leave for up to 12 weeks
• 8 weeks of Sabbatical leave after seven years of employment
• 100% SAGE-paid disability and life insurance with the opportunity to elect additional life insurance coverage for the employee and their dependents
• Medical and dependent care FSA and transit pre-tax benefits
• An Employee Assistance Program (EAP) for free and confidential support from licensed counselors on a variety of issues
• A really terrific team! An opportunity to help make a positive impact on SAGE staff and culture!
• A chance to support the LGBTQ+ community and be a part of an organization doing vital work!

SAGE is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, ethnicity, creed, color, religion, sex or gender, sexual orientation, gender identity, gender expression, alienage or national origin, ancestry, age, citizenship status, marital or family status, family medical history or genetic information, veteran status, HIV serostatus, military or military discharge status, height, weight, disability or handicap, domestic violence victim status, employment status, socioeconomic status, criminal history or arrest record, sexual or other reproductive health decisions, natural hair or hairstyle, or any other status or characteristic protected by applicable federal, state, or local laws. SAGE is dedicated to this policy, with respect to all matters concerning employment.