Operations Coordinator at City of Philadelphia

Philadelphia, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Mar, 26

Salary

72000.0

Posted On

24 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Project Coordination, Data Entry, Recordkeeping, Customer Service, Communication, Microsoft Office Suite, Google Platforms, Organizational Skills, Time Management, Interpersonal Skills, Problem Solving, Confidentiality, Adaptability, Flexibility, Professionalism

Industry

Government Administration

Description

Company Description A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here. What we offer Impact - The work you do here matters to millions. Growth - Philadelphia is growing, why not grow with it? Diversity & Inclusion - Find a career in a place where everyone belongs. Benefits - We care about your well-being. Agency Description The City College for Municipal Development & Workforce Programming (CCME &WP) unit sits within the Office of the Chief Administrative Officer (CAO). The City College for Municipal Employment (CCME) launched in October 2024 as an investment by the Parker Administration to create economic opportunity and open doors of access to residents seeking sustainable and fulfilling career pathways. The training and education CCME provides prepares Philadelphians to work and serve in a number of critical areas and industries with good paying jobs, health care and retirement benefits. CCME serves as a hub for the City’s investments in workforce development across Philadelphia’s economy and seeks to foster systemic solutions to City and external employers' human capital challenges and strengthen Philadelphia’s workforce development ecosystem. Job Description Position Summary The Operations Coordinator provides high-level operations and administrative support to CCME and City-led workforce activities. The Operations Coordinator supports the CCME Executive Director, who has a key leadership role responsible for overseeing and advancing the Mayor's workforce initiatives, as well as the overall needs of the unit’s senior leadership and team across all verticals in fulfillment of the unit’s Mission. This position manages schedules, organizes meetings and appointments, handles correspondence, prepares reports and presentations, and maintains effective communication between the executive and other staff members or external stakeholders. This role will support data management, operations of programs and initiatives, undertake research, handle travel arrangements, manage expenses, and assist with project coordination as needed. The position will report to the Director of Operations. Essential Functions Provide administrative and operational support to the Executive Director and other staff. Supports project management, operational processes for CCME programming, database and file management, reports, process playbook and recommendations for program efficiencies on all CCME and workforce programs. Coordinate onboarding of new staff including scheduling desk detailing, ensuring computers and supplies are available. Serve as contact person for the unit’s programs. Maintain the Executive Director’s calendar, schedule internal staff meetings and meetings with external partners, and take meeting minutes/notes. Maintain the CCME calendar and the Unit’s calendar for shared events. Manage incoming and outgoing mail; manage and triage the ccme email box; prepare letters and other correspondence as needed. Maintain filing and organization of electronic records. Assist staff with travel coordination, reimbursements, and event expenses. Gather information for staff presentations and help prepare preliminary reports and presentations. Prepare for meetings. Collaborate on projects that often involve working with multiple city agencies, and other internal and external partners. Responsible for maintaining relevant database information including data entry and cleanup, entering contacts and business information, and entering/cleaning data specific to CCME & Workforce programs Contributing information and recommendations to strategic plans and reviews for CCME, Workforce Solutions, and CAO related activities and plans. Preparing and implementing action plans for workforce programs. Resolving problems and determining system improvements. Preparing project presentations and reports using all appropriate software. Drafting status reports, talking points, statements and other written work products as needed. All other duties as assigned. Minimal night and weekend work may be required. Required Competencies, Knowledge, Skills, and Abilities Knowledge of: Knowledge of office management procedures and familiarity with office equipment and technology. Administrative and office operations, scheduling, and executive support practices. Project coordination, workflow management, and operational processes. Data entry, recordkeeping, and database systems. Government or nonprofit operations (preferred). Customer service principles and professional communication standards. Google Platforms such as Sheets, Slides, etc. Skills in: Organizing tasks, managing time, and prioritizing multiple projects. Using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Preparing clear and professional reports, presentations, and written materials. Maintaining confidentiality and handling sensitive information. Communicating effectively with staff, leadership, and external partners. Proficiency in Microsoft Teams, Zoom, and other virtual platforms. Communications and interpersonal skills with demonstrated ability to work with individual across different disciplines. Abilities to: Work in a fast-paced environment. Build positive working relationships with internal and external stakeholders. Adapt quickly to changing priorities and organizational needs. Maintain accuracy and attention to detail while managing multiple tasks. Support team operations with flexibility, professionalism, and sound judgment. Ability to learn departmental functions, operations, and organizations and make judgmental decisions where several courses of action are presented. Qualifications High School Diploma Three to Five years of high-level administrative operational experience supporting programs and executives. Familiarity and experience in workforce and/or economic development preferred. We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply. Additional Information TO APPLY: Interested candidates must submit a cover letter and resume. Salary Range: $60,000 - $72,000 Discover the Perks of Being a City of Philadelphia Employee: Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more. Parental Benefits: The City offers its employees 8 weeks of paid parental leave. We offer Comprehensive health coverage for employees and their eligible dependents. Our wellness program offers eligibility into the discounted medical plan Employees receive paid vacation, sick leave, and holidays Generous retirement savings options are available Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness. Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too! Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth! *The successful candidate must be a city of Philadelphia resident within six months of hire Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated. The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected]. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx Minimum Education Required: High School/GED

Responsibilities

The Operations Coordinator provides high-level operations and administrative support to the CCME and City-led workforce activities. This includes managing schedules, organizing meetings, handling correspondence, and supporting data management and project coordination.