Operations Coordinator, Programs

Pyxera Global is a nonprofit organization based in Washington, DC. For over a quarter-century, we’ve created groundbreaking partnerships between the public, private, and social sectors, leveraging the unique attributes of each to create shared value and innovative solutions to complex challenges.

We work across thematic social areas, including circular economies, equity in healthcare, small business growth, and bridging the digital divide. Our initiatives include a wide range of methodologies, including enterprise development, skills-based employee engagement and designing impactful corporate social responsibility strategies, and community partnership efforts that transform lives and livelihoods.

Pyxera Global endeavors to practice environmental sustainability and elevate diversity and inclusion within and outside our organization. Learn more about our commitments.

About This Role

The Operations Coordinator is an imperative support role within the Systems and Learning Unit in Pyxera Global’s Program department. This role with partner closely with the Associate Director of Systems and Learning to ensure the efficiency of Program operations practices are streamlined and performing at optimal capacity.

The ideal candidate will be someone who is detail and process-oriented with an interest in managing processes and organization within an organization. This person enjoys supporting and executing the administration side of projects, driving a process forward while remaining flexible and agile. Priority skills include strong attention to detail, ability to communicate clearly with a team, project and process management, procurement, event and travel management, and financial management.

PRIMARY RESPONSIBILITES:

Systems and Operations Support –

  • Assist Associate Director, Systems and Learning in the execution of various operational tasks and strategies, ensuring departmental objectives are met.
  • Assist in the development of Standard Operating Procedures (SOPs) and checklists for key operational processes within the Programs department.
  • Communicate and reinforce the department’s operational processes and serve as a day-to-day contact for process related questions and queries.
  • Maintain accurate Programs department records in relevant databases and platforms (i.e. Excel, Salesforce, SharePoint, Teams etc.)
  • Provide day-to-day support and education of ICT tools to support the Programs department (Asana, Calendly, Forms Assembly, etc.)
  • Schedule and arrange departmental and inter-departmental meetings, ensuring resources and tools are adequately prepared in advance of meetings.
  • Conduct international country specific research for travelling programs teams and monitor safety protocols for program participants.
  • Liaise with vendors and suppliers to guarantee timely delivery of services and products and maintain open lines of communication to address any challenges.
  • Provide support on presentations for meetings, conferences and workshops.

 

People and Talent Management Support –

  • This role will partner with the Programs Unit SMT with the recruitment of new Program team members including screening resumes, phone interview, scheduling interviews.
  • Coordinate internal communications for the Programs department as directed by the Associate Director of Systems and Learning
  • Onboard all new Program’s team members and the management of their introduction training plans.
  • Assist in the management of professional development tracking within the Programs team and all annual training plans and employee requirements.

 

Procurement and Finance Support  –

  • Assist in the preparation of procurement requests and contracts with long-term consultants including tracking the completion of scope of work to the contract’s deadline. While ensuring the accuracy of all data within Salesforce for these consultants.
  • Review and maintain contract templates, ensuring they are up-to-date and in compliance with organizational and legal standards.
  • Facilitate the tracking of departmental expenditures and ensuring budget alignment and escalate any forecasted risks.
  • Support accurate and timely processing of relevant procurement forms, budget reviews, financial reports, and payments.
  • Assist in the development and refinement of finance reports.

 

In addition to the above, this role may be tasked with other related responsibilities to help support the Systems and Learning unit within the Programs department and organization.

Requirements

  • S. Citizen or Permanent U.S. employment authorization required.
  • A bachelor’s degree in a related field preferred or a combination of education and related experience.
  • Minimum of two years of experience in operations or a related field preferred.
  • Effective verbal and written communication capabilities for interacting with both internal teams and external stakeholders.
  • Demonstrated initiative, innovation, and ability to work independently and as a member of a team to coordinate and/or lead the efforts to effectively meet program/client needs.
  • Demonstrated ability to manage and prioritize multiple tasks effectively.
  • Proactive in identifying and addressing challenges within operational processes, especially in tasks like data entry, contract reviews, and documentation.
  • Detailed oriented.
  • Exceptional customer service and problem-solving skills.
  • Experience with scheduling, calendaring, and resource allocation.
  • Ability to quickly adjust to changing organizational needs and priorities.
  • Familiarity with operations and data management software/tools preferred.
  • Proficiency with Microsoft office tools especially excel.
  • Exposure and experience in working in Asana, Salesforce, Calendly or other project management systems preferred.

Application Instructions

Pyxera Global offers a very competitive salary and benefits package to all of our employees including:

  • Competitive pay
  • Compressed work schedule (Monday-Thursday… Friday’s off!) along with a hybrid office schedule for employees based in DC
  • 100% paid medical, dental and vision insurance for employees and families including all deductible cost with supplemental HRA benefits.
  • Employer matching 403(b) retirement contributions
  • Paid vacation and sick leave
  • Professional development annual allowance
  • Parental leave benefits
  • Commuter benefits for DC-based employees

To Apply:

Send a cover letter, resume, salary requirements, and available start-date via e-mail to opportunities@pyxeraglobal.org. Applications without the above requirements will not be considered. In the subject of the email, please write “Operations Coordinator”. Only short-listed candidates will be contacted for interviews on a rolling basis.

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