Operations & Program Assistant

Operations & Program Assistant

The Operations & Program Assistant provides high-energy, detail-oriented support to ART INC's Chief Operations & Programs Officer. This role ensures smooth coordination across all programs, sites, and events helping ART INC deliver trauma-informed, high-impact arts, education, and workforce programs for youth and families.

The ideal candidate thrives in fast-moving environments, enjoys working with young people, and can anticipate needs before they arise. They must be comfortable engaging with diverse children & youth populations, and individuals who may have experienced trauma, ages 7-24.

Core Responsibilities

1. Program & Youth Support

• Assist with daily operations of ART INC's three flagship programs: ASALA, Pathways to College or Careers, and SOLVE, as well as youth leadership and enrichment events and smaller programs.
• Help coordinate attendance, supplies, set-up, and documentation for after-school and weekend programming.
• Maintain positive, professional, and supportive interactions with students, families, and teaching artists.
• Serve as a calm, consistent adult presence during programming modeling ART INC's trauma-informed, youth-centered values.

2. Operations, Budget & Grant Support

• Assist the COPO with grant and budget management including organizing receipts, tracking expenditures, and maintaining accurate spending records.
• Support compliance by ensuring financial documentation and reports are completed on time.
• Help the COPO stay on schedule with grant deliverables, budget deadlines, and related administrative tasks.
• Maintain organized digital and paper files for program and grant reporting.
• Monitor and restock supplies, assist with purchasing, and manage program inventory.

3. Administrative & Scheduling Support

• Coordinate calendars, schedule meetings, and prepare materials for internal and external stakeholders.
• Support communication across departments to ensure timely follow-through and task completion.
• Handle correspondence, print materials, and maintain organized systems for documentation.

4. Event & Logistics Coordination

• Help plan and execute community events, field trips, and student showcases.
• Coordinate logistics, setup, supplies, and volunteer support.
• Work collaboratively with the operations and marketing teams to ensure events run seamlessly and reflect ART INC's professional standards.

Project & Manager Support

• Assist the COPO in coordinating project management across all program areas and departments she oversees.
• Help ensure Program Managers and other direct reports stay on track with deliverables, deadlines, and reporting requirements.
• Maintain shared project boards, timelines, and follow-up systems (e.g., Kanban, BambooHR, or shared spreadsheets) to keep tasks moving forward.
• Prepare weekly status updates or summary notes to brief the COPO on progress, challenges, and next steps.
• Track meeting outcomes and follow up with responsible staff to ensure accountability and completion.
• Support the COPO in organizing team huddles, retreats, and cross-department meetings to strengthen alignment and communication.

Qualifications

• Associate's degree or equivalent experience in youth development, education, arts administration, or nonprofit operations.
• Minimum one year of experience supporting programs or administrative functions in a nonprofit, school, or youth organization.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced setting.
• Strong interpersonal communication and teamwork skills.
• Comfort working with Black and brown youth and families from diverse backgrounds.
• Ability to maintain confidentiality and composure in challenging or emotionally charged situations.
• Flexible schedule, including occasional evenings or weekends for events.

Key Attributes

• Mission-driven with deep belief in ART INC's purpose.
• Self-starter who anticipates needs and follows through without constant supervision.
• Calm under pressure; able to problem-solve quickly and maintain professionalism.
• Compassionate, culturally competent, and committed to equity and inclusion.

Physical Requirements

• Must be able to stand, walk, and move throughout the building during program hours.
• Able to lift up to 25 lbs. for event setup when needed.

Success Looks Like

• Programs operate seamlessly, with all logistics handled in advance.
• Youth feel seen, supported, and safe.
• The COPO is fully supported and able to focus on strategic leadership.
• Communication across teams flows smoothly with clarity, follow-through, and shared accountability.