Senior Program Operations Coordinator

Phipps Neighborhoods; New York (NY); On-site; USD 60,000 - 65,000; Full time

Job summary

Phipps Neighborhoods in New York is seeking a Senior Program Operations Coordinator to provide centralized operational and administrative support across Sectoral Programs under the Managing Director. You will help ensure timelines, recruitment, enrollments, launches, events, documentation, meetings, and other deliverables stay organized and on track.

The role requires exceptional organization, proactivity, and the ability to manage multiple priorities while escalating issues to leadership when

Qualifications

• Bachelor's degree preferred or equivalent experience.
• 2–4 years of program coordination or nonprofit operations.
• Excellent organizational and time-management skills.
• Strong written and verbal communication.
• Ability to coordinate multiple projects across teams.
• Proficiency with Microsoft Office and Google Workspace.
• Experience with Salesforce or similar databases.

Responsibilities

• Coordinate operational activities across multiple Sectoral Programs.
• Maintain master calendars of program activities, deadlines, recruitment periods, cohort launches, orientations, training activities, events, graduations, and other milestones.
• Maintain program readiness checklists for each program and cohort.
• Track outstanding tasks, responsible staff, and due dates.
• Conduct routine follow-up with staff regarding outstanding operational deliverables.
• Coordinate meeting logistics, program events, training activities, and participant-facing activities.
• Assist teams with identifying operational needs related to space, materials, technology, schedules, and supplies.
• Maintain organized departmental files, templates, trackers, and operational resources.
• Flag delays, incomplete tasks, or potential operational concerns to the Managing Director.
• Maintain recruitment and enrollment calendars across Sectoral Programs.
• Coordinate information session schedules, TABE testing, intake schedules, orientations, and other recruitment activities.
• Track recruitment activity and applicant movement through the enrollment process.
• Coordinate with Outreach & Recruitment staff regarding upcoming recruitment needs and deadlines.
• Maintain recruitment and enrollment trackers.
• Support applicant communications and scheduling as needed.
• Monitor whether recruitment and enrollment activities occur according to established timelines.
• Flag potential recruitment or enrollment concerns to program leadership.
• Coordinate completion of a Program Readiness Checklist prior to each cohort launch.
• Track recruitment and enrollment status, participant documentation, training schedules, instructor schedules, classroom/space readiness, technology, program materials, staff calendars, orientation, case management assignments, participant communications, employer engagement activities, internship/PWE planning, and Salesforce/data readiness.
• Provide the Managing Director and program leadership with updates regarding outstanding readiness items.
• Document action items, responsible parties, and deadlines resulting from meetings.
• Follow up with responsible staff regarding approaching and overdue deliverables.
• Prepare weekly summaries of outstanding operational items.
• Identify recurring administrative or operational barriers.
• Escalate unresolved concerns to the Managing Director.
• Support accurate and timely Salesforce documentation.
• Maintain recruitment, enrollment, attendance, and program operations trackers.
• Assist with identifying missing documentation or incomplete data.
• Organize documentation needed for internal monitoring, funder reviews, and audits.
• Maintain standardized program templates and forms.
• Support basic operational reporting and data summaries.
• Coordinate regularly with Program Directors and Managers, Outreach & Recruitment, Employer Engagement, Retention, Instructional Staff, Case Management, Mental Health/Social Work, Data/Compliance, Finance, Human Resources, and Facilities/IT.
• Support communication and workflow between teams without replacing the supervisory authority of program leadership.
• Maintain visibility into department-wide operational priorities.
• Prepare materials and operational updates for meetings.
• Track follow-up items assigned during leadership meetings.
• Help organize competing deadlines and priorities.
• Support special projects and department-wide initiatives.
• Provide routine updates identifying what is completed, outstanding, approaching deadline, or requiring leadership intervention.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office

Google Workspace

Salesforce

Cross-team coordination

Education

High school diploma required

Bachelor's degree preferred

Tools

Salesforce

Job description

The Senior Program Operations Coordinator provides centralized operational and administrative coordination across Sectoral Programs and serves as a key support partner to the Managing Director. The position is responsible for helping ensure that program timelines, recruitment and enrollment activities, program launches, events, documentation, meetings, and other operational deliverables remain organized and on track.

Working across program teams, the Senior Program Operations Coordinator maintains operational calendars, checklists, trackers, and follow-up systems; coordinates logistics; monitors deadlines; and follows up with staff regarding outstanding deliverables. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities simultaneously. This individual should be able to identify missing information, anticipate upcoming operational needs, follow up consistently, and elevate concerns to the Managing Director when additional intervention or decision-making is required.

Salary range for this role is 60-65k

Primary Responsibilities

Program Operations Coordination

• Coordinate operational activities across multiple Sectoral Programs.
• Maintain master calendars of program activities, deadlines, recruitment periods, cohort launches, orientations, training activities, events, graduations, and other milestones.
• Maintain program readiness checklists for each program and cohort.
• Track outstanding tasks, responsible staff, and due dates.
• Conduct routine follow-up with staff regarding outstanding operational deliverables.
• Coordinate meeting logistics, program events, training activities, and participant-facing activities.
• Assist teams with identifying operational needs related to space, materials, technology, schedules, and supplies.
• Maintain organized departmental files, templates, trackers, and operational resources.
• Flag delays, incomplete tasks, or potential operational concerns to the Managing Director.

Recruitment & Enrollment Coordination

• Maintain recruitment and enrollment calendars across Sectoral Programs.
• Coordinate information session schedules, TABE testing, intake schedules, orientations, and other recruitment activities.
• Track recruitment activity and applicant movement through the enrollment process.
• Coordinate with Outreach & Recruitment staff regarding upcoming recruitment needs and deadlines.
• Maintain recruitment and enrollment trackers.
• Support applicant communications and scheduling as needed.
• Monitor whether recruitment and enrollment activities occur according to established timelines.
• Flag potential recruitment or enrollment concerns to program leadership.

Program Launch Readiness

• Coordinate completion of a Program Readiness Checklist prior to each cohort launch.
• Track recruitment and enrollment status, participant documentation, training schedules, instructor schedules, classroom/space readiness, technology, program materials, staff calendars, orientation, case management assignments, participant communications, employer engagement activities, internship/PWE planning, and Salesforce/data readiness.
• Provide the Managing Director and program leadership with updates regarding outstanding readiness items.

Tracking & Follow-Up

• Document action items, responsible parties, and deadlines resulting from meetings.
• Follow up with responsible staff regarding approaching and overdue deliverables.
• Prepare weekly summaries of outstanding operational items.
• Identify recurring administrative or operational barriers.
• Escalate unresolved concerns to the Managing Director.

Data & Documentation

• Support accurate and timely Salesforce documentation.
• Maintain recruitment, enrollment, attendance, and program operations trackers.
• Assist with identifying missing documentation or incomplete data.
• Organize documentation needed for internal monitoring, funder reviews, and audits.
• Maintain standardized program templates and forms.
• Support basic operational reporting and data summaries.

Cross-Functional Coordination

• Coordinate regularly with Program Directors and Managers, Outreach & Recruitment, Employer Engagement, Retention, Instructional Staff, Case Management, Mental Health/Social Work, Data/Compliance, Finance, Human Resources, and Facilities/IT.
• Support communication and workflow between teams without replacing the supervisory authority of program leadership.

Managing Director Support

• Maintain visibility into department-wide operational priorities.
• Prepare materials and operational updates for meetings.
• Track follow-up items assigned during leadership meetings.
• Help organize competing deadlines and priorities.
• Support special projects and department-wide initiatives.
• Provide routine updates identifying what is completed, outstanding, approaching deadline, or requiring leadership intervention.

Qualifications

• Bachelor's degree preferred; equivalent combination of education and relevant experience may be considered.
• High school diploma required.
• 2–4 years of experience in program coordination, nonprofit operations, workforce development, education, human services, project coordination, or related work.
• Strong organizational and time-management skills.
• Demonstrated ability to coordinate multiple projects and deadlines.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Ability to work collaboratively across teams.
• Ability to independently manage routine responsibilities while recognizing when issues should be escalated.
• Proficiency with Microsoft Office and/or Google Workspace.
• Experience with Salesforce or similar database systems preferred.
• Workforce development or government-funded program experience preferred.

Core Competencies

Organization: Maintains accurate systems for managing multiple programs, deadlines, and deliverables.

Follow-Through: Consistently tracks assignments through completion.

Initiative: Identifies upcoming needs and takes appropriate action without requiring constant direction.

Attention to Detail: Recognizes missing information, incomplete tasks, and potential operational gaps.

Qualifications

Skills

Required

Follow Through

Advanced

Detail-oriented

Advanced

MS Word

Advanced

Advanced

Verbal Communication

Advanced

Education

Required

High School Diploma or better in Academic.

Preferred

Bachelors or better.

Experience

Required

2–4 years of experience in program coordination, nonprofit operations, workforce development, education, human services, project coordination, or related work

Strong organizational and time-management skills.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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