Operations Coordinator

The Organization

At Thrive Scholars, our goal is to see talented BIPOC students from economically disadvantaged communities develop economic mobility and financial security, and become the diverse corporate, civic, and academic leaders our country so desperately needs. 

Our comprehensive, data-driven, high-touch program model focuses on the key inflection points that can be the difference between just graduating from any college, and graduating from a top college with the grades, degree, career skills, and network needed to thrive in a career that positions students for economic mobility. Over our six-year program, Scholars benefit from admissions and intensive academic preparation before college and a comprehensive set of academic, personal, social-emotional, financial, and career supports throughout college. 

The Position

As our Operations Coordinator, you will play a key role in managing the varied administrative processes and projects that keep our organization running! You will collaborate with all members of our Talent & Operations team to ensure that all staff within the organization have the tools, information, and systems to do excellent work in service of our mission. Your strengths in balancing multiple priorities, learning on the go, and problem-solving with creativity will help us to create and sustain strong internal processes.

You’ll love this position if you enjoy working on a range of projects on any given day with a focus on continuous improvement. The role offers the opportunity to learn the ins and outs of a growing nonprofit organization, to collaborate with colleagues across departments and levels, and to develop skills in several functional areas, including human resources, finance, and operations.

An ideal candidate will have prior experience working within an administrative or operations capacity and have a basic understanding of core responsibilities related to administration, general operations, and office management. This is a full-time position based, reporting to our Managing Director of Talent and Operations.   

Due to COVID precautions, Thrive Scholars staff are predominantly working remotely at this time. The Operations Coordinator will be expected to work out of our Boston office on average 2x each week for mail and other office needs. 

Essential Functions

General Operations (60%)

Ensure that high-quality operational processes and systems are in place, promoting a positive and effective work experience for all staff.

• Provide internal customer service for all staff questions by managing Thrive’s internal HR & Operations request form
• Triage responses and assign to relevant team members
• Manage/maintain org vendor accounts and subscriptions
• Collaborate with our ITS vendor to troubleshoot and resolve tech issues
• Schedule and coordinate logistics for org events (office events, staff retreat, etc.) 
• Take notes for all applicable staff meetings
• Support internal communications through staff announcements and employee engagement
• Create and maintain staff newsletter
• Manage branded organizational merchandise needs for internal and external projects, including:
• Annual staff and donor gifts 
• Staff stationary, business cards

Banking and Administration (20%)

Support organizational accounting and financial practices.

• Process accounts payable: invoices, expenses/reimbursements, etc.
• Accounts payable system administration (Bill.com)
• Ensure transactions are coded properly 
• Process Scholar stipends throughout the year 
• Provide customer service to scholars to triage and stipend questions/issues 
• Deposit donation checks
• Coordinate with banking partners to cancel checks, investigate unidentified expenses or transactions, etc.
• Purchase card system administration (PEX cards) for staff and scholars.
• Coordinate renewal of expiring PEX cards
• Coordinate timely deactivation of PEX cards for staff and scholars that are no longer working with the organization or no longer need their card
• Research, troubleshoot, and resolve blocked or suspicious PEX card transactions
• Coordinate any other needed scholar-related PEX projects with Program staff

Office Coordination - Boston Office (10%)

Manage and maintain the Boston office space for staff and external stakeholders.

• Serve as the main point of contact with building management for resolving any office issues/troubleshooting/updates (building maintenance, tech issues, etc.)
• Work with office vendors on all building projects
• Oversee office support to ensure it is maintained and well-stocked (office supplies, tech inventory, etc.)
• Handle all mail and packages
• Familiarize new staff with office and current procedures 

Organizational Initiatives and Cross-Team Collaboration (10%)

• Support cross-departmental and organization-wide events and initiatives, including Thrive’s Career Conference, Thrive Week, and Summer Academy. 
• Collaborate with colleagues on the Operations team and across departments to roll-out major organizational initiatives 

Qualifications and Experience

There are innumerable ways to learn, grow and excel professionally. We respect this when we review applications and take a broad look at the experience of each applicant. The qualifications and experiences listed below are intended as a guide; we do not expect candidates to check every box. If you believe you can meet the expectations and responsibilities of this position, we want to get to know you and the unique strengths you will bring to the work. 

• 2+ years of experience in an administrative-focused position, nonprofit experience preferred
• Excellent time management and ability to manage multiple tasks/priorities and deadlines
• High level of discretion and maturity
• Excellent organizational and data entry skills and commitment to being thorough
• Excellent written and oral communication skills
• Strong technical skills with experience organizing data using a database and Excel
• Demonstrated track record in troubleshooting, problem-solving, and follow through
• Commitment to Thrive Scholar’s mission
• An enthusiastic, collaborative, and curious approach to your work

Competencies:

Along with the specific qualifications and experiences noted above, the ideal candidate for this position will be expected to demonstrate the following competencies:

• Commitment to Results: Takes action to produce high-quality work with measurable results in service of Thrive’s mission and Scholars.
• Strategic Collaboration: Understands how and when to work with others to drive strong results. Able to balance attention to both results and relationships.  
• Learning Agility: Effectively adapts own approach in response to new information and/or situational changes.
• Fostering Thrive Community: Contributes to a work environment that embraces organizational values and works effectively across identities.  
• Project Management: Effectively and consistently manages tasks and processes to on-time completion of clear and predetermined outcomes.

COMPENSATION & BENEFITS

Thrive Scholars offers a competitive and robust compensation and benefits package including high-quality health and dental insurance, three weeks of paid vacation, generous professional development funding, and access to an employer-matched retirement plan. This is a full-time, exempt position.

Salary Range: $48,000-$54,000

COVID-19 Vaccine Requirement

Thrive has instituted a COVID-19 vaccine mandate for all employees, including remote staff. Individuals selected for job opportunities must be fully vaccinated and up to date, per CDC guidelines, and will be required to provide proof of vaccination status in advance of your hire date. 

If you are unable to be vaccinated for medical reasons or sincerely-held religious beliefs, Thrive will consider requests for reasonable accommodations consistent with our policy. Accommodation requests cannot be guaranteed, Thrive will consider requests where we are able to provide such accommodations without undue hardship to the organization pursuant to applicable law. Any such accommodation must be approved in advance of signing an offer letter.

---

Thrive Scholars provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment based on race, color, religion, gender, gender identity, national origin, sexual orientation, age, disability, or veteran status.

Knowing its importance to the success of our work, Thrive Scholars is committed to diversity and inclusion, and we aspire to build a diverse staff team and community. We strongly encourage people of all backgrounds to apply. We appreciate your time and will review and respond to all applications received.

For more information, please visit thrivescholars.org