The Operations & Project Coordinator serves as a central hub for cross-departmental project management, ensuring the efficient execution of institutional initiatives and the coordination of branded materials across the school. This position manages the lifecycle of collaborative projects, oversees vendor relationships for school-wide collateral, and provides critical administrative support to maintain operational excellence for various departments.

 

Project Coordination & Branding

• Manage project timelines and production schedules for multi-departmental initiatives, ensuring all institutional programs and collaborative assets are delivered on time.
• Coordinate the procurement and inventory management of all school-branded materials and event supplies, serving as the primary point of contact for external vendors for everything from print collateral to nametags.
• Ensure strict adherence to Academy brand standards across all departmental outputs, including Board reports, committee materials, and event collateral.
• Serve as the dedicated proofreader for all institutional and departmental communications and materials to ensure grammatical accuracy and brand consistency.

Operations & Administrative Support

• Streamline end-to-end production workflows for institutional communications and collateral, implementing project tracking tools and automated systems to maintain high standards of accuracy, ensure timely delivery, and enhance inter-departmental collaboration.
• Oversee complex logistical requirements for school-wide events and programs, including managing registration systems, generating attendee lists, overseeing the creation of high-quality event materials, and coordinating on-site check-in logistics to ensure a positive guest experience. Attendance at various Advancement and Alumni Relations events is required. 
• Serve as the primary point of contact for departmental inquiries, triaging requests to ensure timely resolution while providing exceptional, personalized customer service to donors, alumni, and community partners.
• Collaborate with the Chief Advancement Officer to compile and refine yearly endowment reports for named endowments, ensuring data accuracy and the personalization of impact narratives for donor stewardship.
• Partner with the Office of the President to execute mass holiday mailings for high-profile donors and volunteers, overseeing the segmentation of mailing lists, coordination of collateral production, and tracking of distribution timelines.

Qualifications

• Bachelor's degree in Project Management, Business Administration, Communications, or a related field preferred. 
• 2+ years of experience in a project coordination or operations role, preferably in a nonprofit, educational, or marketing environment.
• Proficiency in project management software and Microsoft Office/Google Workspace; experience with vendor management and procurement preferred.
• Exceptional organizational skills with a proven ability to manage multiple projects simultaneously under tight deadlines.
• Strong interpersonal skills and the ability to represent the Academy's mission with professionalism and warmth.