OST Operations Specialist

PHMC, a nonprofit public health institute, serves as the intermediary entity for the City of Philadelphia Department of Human Services' Out-of-School Time Project (DHS OST) and the Mayor's Office of Education Extended Day/Extended Year Initiative (MOE EDEY). In this role, PHMC manages a citywide network of more than 65 contracted providers delivering approximately 180 programs across 145 school- and community-based locations. PHMC's OST Intermediary provides program monitoring and support, contract oversight, data management, and fiscal oversight to the network of OST and EDEY providers. Combined, these two initiatives support approximately 9,500 youth in grades K-12 through afterschool, before school, and summer programs throughout the city of Philadelphia. The project aims to provide quality out-of-school time programming to improve life skills, increase academic engagement, expand enrichment opportunities, and prepare youth for higher education and employment.

The OST Operations Specialist assists the OST Intermediary team with a variety of projects and supports the daily operations of the OST Intermediary. Projects and tasks will be both administrative and programmatic. The Operations Specialist will report to the Senior Operations Manager. Under the supervision of the Senior Operations Manager, the Operations Specialist will also support activities led by other senior managers in the OST Intermediary, including provider convenings, communication, and engagement projects.

Responsibilities:

Purchasing, Contracts & Compliance Support

• Support contract development and confirmation.
• Convert contracting documents between budgeting, expense reporting, and budget revision modes.
• Track invoicing and payment process for OST sub-contracts and training contracts.
• Purchase a variety of program materials within funder guidelines, including but not limited to office supplies, training, instructional materials, OST program resource supplies, gift cards, and food requests.
• Apply purchasing protocol to utilize multiple vendors via database systems, websites, and telephone correspondence.
• Document and report status of purchasing and reconciliation activities through the use of multiple web-based and internal data systems and Excel spreadsheets.
• Ensure that documentation reflects the required details to track purchase orders, invoices, shipments, deliveries, etc.
• Prepare purchase requests and track payments to vendors/contractors through PHMCs web-based Document Management System (DMS).
• Make travel or training arrangements for team members when necessary.
• Place and receive catering orders.
• Participate in regular meetings to monitor the status of purchasing activities.
• Occasionally conduct site visits to funded programs.

Communications Support

• Maintain contact lists for providers, partners, and other stakeholders and manage any related mail merge activities.
• Support the production of a bimonthly newsletter, including collecting information, researching content, compiling, editing, and formatting the newsletter in MailChimp or another communication application.
• Support OST Program Leadership with external communications through social media (LinkedIn, Instagram, Facebook, and/or others).
• Manage email distribution and communication accounts (MailChimp and/or others) and manage contact lists for provider agencies that support overall team communication activities.
• Maintain OST program Eventbrite and Zoom accounts, host Zoom and Microsoft Teams meetings and webinars, and manage meeting registrations and invitation processes.
• Support coordination of special events, including space reservations, registration tracking, and coordination with facilities (both PHMC internal facilities and external rental facilities).
• Support tracking participation in webinars, meetings, and other training activities (web-based and in-person).
• Provide technical support to providers regarding professional development enrollment and account maintenance in various systems used by the OST Intermediary.
• Support at special events, including registration, logistics, catering, supply purchases, and other event-related activities.

Administrative Support and Purchasing

• Maintain team calendars, schedule meetings, and reserve internal and external meeting spaces.
• Follow up on any general inquiries received via email, phone, or internal referrals for the department; connect to the correct party when necessary.
• Compose replies to incoming correspondence; route correspondence to the appropriate party; draft correspondence at the request of supervisors or team members.
• Create and maintain department filing systems (electronic and paper).
• Manage inventory for department equipment and supplies, including computers, software, cell phones, cabinets/locks, and training materials; seek assistance from PHMC IT when necessary, on behalf of the team.
• Support the onboarding of new hires and interns (intro letters, orientation schedule, paperwork, identification, technology set-up, etc.).
• Maintain meeting recaps, review with the team, and save centrally.
• Perform any other agency-related duties or special projects as directed by the supervisor.

Skills:

• Organized and highly developed attention to detail
• Ability to meet deadlines and prioritize when balancing multiple projects simultaneously
• Ability to communicate professionally, both orally and in writing, including the ability to proofread/edit documents for content, grammar, and spelling
• Ability to work with minimal supervision
• Strong customer service skills and a high degree of professionalism when interacting with community partners and stakeholders
• Ability to work as part of a team and represent the team when interacting with other departments
• Basic understanding of the social service/youth development sector
• High level of proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Proficiency with Adobe Acrobat, web-based conference systems, and web-based email communication systems
• Preferred: Familiarity with Zoom, Mailchimp, and Cognito Form Builder
• Preferred: Experience with social media platforms for program or organizational promotion
• Ability to learn and use new software and web-based applications quickly with minimal formal training
• Ability to operate standard office equipment including multifunction devices (copy machine, scanner, fax), multi-line phone systems, and audio-visual equipment

Qualifications:

• Associate degree or better required
• Preferred: Bachelors degree
• Minimum of 2 years of administrative experience working in a fast-paced environment
• Preferred: Nonprofit experience is desirable, but not required

PHMC is an Equal Opportunity and E-Verify Employer.