Job Openings

Operations Coordinator

About Mouse

Mouse is a national youth development nonprofit that believes in technology as a force for good. We empower all students to create with technology to solve real problems and make meaningful change in our world. And we are committed to creating more diversity in STEM and opening opportunities for students from underserved communities across the country

Mouse operates in more than 350 sites across the country (ex. schools, tech centers, after-school programs), serving over 6,700 students. Mouse raises c. $2.2 million annually from private and corporate philanthropy, government grants and contracts, and earned income. 

Mouse Values

  1. Creativity: We believe in finding new solutions, pushing boundaries, and blending disciplines.

  2. Collaboration: We believe that creativity is a multi-person process, and that the value and experience of teamwork are crucial to the success of our youth.

  3. Youth-centric: We believe strongly in the power of the youth voice and the importance of empowering youth as agents of change.

  4. Diversity: We believe that the perspectives, experiences, and backgrounds of future generations of innovators and agents for change should be as diverse as the challenges they work to solve.

  5. Play:  We believe that learning experiences designed to leverage our natural inclinations toward play have greater longevity and deeper impact. We’re committed to fostering an environment where people can be themselves and fun is integral.

Position Overview

Mouse is seeking an energetic, detail-oriented, self-motivated, and highly confidential Operations Coordinator who will oversee all office operations and provide administrative support to the Executive Director. This position provides an exciting opportunity for someone who thrives in an entrepreneurial  and mission-driven organization and welcomes the challenge of a fast-paced environment. The Operations Coordinator position is an ideal role for someone considering a career as a Chief Operating Officer or Executive Director and is looking to gain exposure to the administration and management behind running a high impact nonprofit organization. The Operations Coordinator will report directly to the Executive Director and will be responsible for leading Mouse’s operations and administration as well as supporting organizational, communication, sales and development needs.

Responsibilities Include

Administration, Finance and Operations: The Operations Coordinator will strive to facilitate the efficiency and effectiveness of the organization by maintaining key office procedures as well as sharing and implementing new ideas for improved processes.

  • Financial & Vendor Management

    • Liaise with Mouse Bookkeeper and ensure smooth check requisition process and monthly general ledger reconciliation.

    • Make deposits and manage petty cash.

    • Lead annual audit by preparing and providing requested expense related documents.

    • Participate in office budgeting process including forecasting & monthly reporting review.

    • Manage and organize financial files and perform annual archiving.

    • Research new office-related vendors, manage existing relationships, and ensure payment.

    • Manage process for collecting and tracking staff credit card expenses.

    • Lead invoicing and manage accounts receivable.

  • Technology

    • Lead and manage relationship with IT vendors, identify and facilitate technology planning.

    • Communicate tech policies and procedures.

    • Basic email administration, manage email groups, Google G Suite administrator, etc.

    • Maintenance and administration of Salesforce CRM.

  • Manage Space Needs and Serve as Building Contact

    • Serve as main contact to facilities manager/building.

    • Ensure maintenance of office space needs (electricity, deliveries, cleaning).

    • Handle equipment-related issues:  Copy Machine, Phones, etc.

    • Distribute mail and route periodicals.

  • General Office Administration

    • Serve as primary Mouse interface via general email and voicemail account.

    • Monitor and order supplies, oversee printer maintenance.

    • Assist with supporting office visitors and coordinating logistics for meetings and events.

  • Contract Management

    • Assist in the review and analysis of grant & contract guidelines & requirements

    • Manage Mouse’s contracts with the NYC Department of Education, the NYC Department of Youth & Community Development, the National Science Foundation, and all other contracting entities.

Human Resources: The Operations Coordinator helps to bring the Mouse team together and ensure staff member needs are met, working with HR business partner from ADP TotalSource.

  • Support staff transitions and assist with hiring for new positions including preparing position descriptions, screening resumes, coordinating job postings and arranging interviews.

  • On-board new staff members including providing orientation to Mouse.

  • Track staff leave dates and support staff enrollment in 401(k), FSA, and insurance plans.

  • Serve as point of contact and provide clear and consistent communication for all staff regarding office policies and employee benefits.  

  • Participate in analysis of evaluation of staff benefits and organizational culture, share recommended changes and oversee implementation including update of employee manual.

  • Coordinate staff meetings, celebrations, and retreats to support and build upon the team-based, collaborative culture and community of the office.

Board Management: The Operations Coordinator serves as a critical point of contact to members of the Mouse Board of Directors, working closely with a group of successful and highly regarded professionals from diverse fields.

  • Board Materials: Responsible for project management of board material prep process including setting staff deadlines, reviewing/editing documents, coordinating and compiling binders.

  • Board Meetings: Arrange logistics and attend board meetings to provide assistance with set-up, space, and tech needs.

  • Board Communications: Assist with board communications including monthly board email reports, quarterly board reports and board evaluation process.

Support to the Executive Office: The Operations Coordinator will report to directly to the Executive Director, providing selective administrative support that includes:  

  • Scheduling.

  • Draft and prepare correspondence and mailings.

  • Assist with conference registrations, travel and coordination.  

Departmental Support:

  • Communications: The Operations Coordinator will work with the Senior Director of Communications to provide input, feedback, and review of Mouse materials and communications, making important contributions to organizational messaging efforts.

    • Website: Manage website with the Senior Director of Communications, and Communications Coordinator including posting editorial and graphical updates, writing articles, news posts and event recaps, overseeing board and staff pages.

    • Maintain/update press kits, draft and edit press releases, disseminate press releases.

    • Create and edit content for Mouse communications and Annual Report materials

  • Development: The Operations Coordinator will provide support to the Development department, particularly on administrative aspects of contracts and payment processing, including:

    • Invoicing, including to the New York City Department of Education on Purchase Orders received, as well as to Mouse_CA, National Science Foundation, and more.

    • Assist with materials, outreach, scheduling, and follow-up for NYC Council meetings.

    • Extend and manage invitations to partners and city officials to attend Mouse Events.

Special Projects:

  • Gain valuable management experience by recruiting and supervising 1-4 interns per semester.

  • Lead coordination of departments in preparing and distributing consistent data and impact measures on a semi-annual basis.

  • Assisting with planning of fundraising events.

  • Represent Mouse externally at conferences, workshops, and special events.

  • Other projects as they arise and time allows.

Required Skills, Experience and Abilities:

  • Bachelor degree and 2-3 years of office experience required.
  • Passion for Mouse’s mission and nonprofit experience is highly desirable.

  • Experience with or interest in financial management and accounting.

  • Ability to prioritize and juggle multiple priorities as well as to interact with and report to staff members with diverse personalities at all levels of the organization.

  • Experience working with individuals of diverse backgrounds (students, teachers, administrators, corporate partners, etc.).

  • Can anticipate needs, works well under pressure and enjoys a fast-paced environment.

  • Strong project management abilities.

  • Fast learner, highly flexible.

  • Excellent organizational skills with a focus on detail necessary.

  • Independent and self-starter.

  • Excellent written and verbal communication skills.

  • Technology skills are highly desirable including ease with Excel, Google Apps, Salesforce, and Adobe products.

  • Desire to learn and grow in the role and with the organization.

  • Unique abilities that contribute to a fun office environment.

  • Sense of humor.

Compensation:

Salary:     $40,000 annual

Benefits:   Health, dental, vision, LTD, life insurance; sick leave; vacation days; personal days; 401(k) retirement plan with employer match; flexible spending account; summer flex hours; professional development opportunities; and 1-2 telecommuting days possible per week at manager’s discretion.  

To Apply  

To Apply:  Please e-mail your cover letter (that clearly explains why this position at Mouse is uniquely suited to your talents) and resume to Attn: Operations Coordinator Search at jobs@mouse.org. No calls please. You will only be contacted if we are interested in pursuing your candidacy.

Mouse is an Equal Opportunity Employer: women and minorities are encouraged to apply.

Deadline for applications:  Rolling application process with applications accepted no later than Friday, March 10, 2017.

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