Operations Coordinator -- American Youth Policy Forum (AYPF)

AYPF is currently seeking a new Operations Coordinator. We would greatly appreciate you forwarding the following job description to your friends and colleagues. To apply, please go to http://www.aypf.org/about/employment-opportunities/. Operations Coordinator The American Youth Policy Forum (AYPF) is seeking an Operations Coordinator to join our nonprofit team dedicated to providing learning events to education and youth policymakers. The Operations Coordinator is a key member of the organization who works closely with other members of the operations teams and program staff in the design and execution of learning events. AYPF provides between 30-35 learning events each year. The Operations Coordinator is a key position responsible for the following: • Crafting and executing the logistical strategy of all major learning events, including forums, discussion groups, study tours, and webinars (specific responsibilities outlined in following paragraph). • Managing the master calendar across the organization to align human and physical resources to event needs. • Ensuring events are scheduled, planned, and implemented according to internal standards and established project budgets and timelines. • Organizing and producing all relevant materials for events including registration lists, nametags, participant materials, etc. • Coordinating with other support staff, including the Database Administrator, Website-Communications Associate, and administrative support, to provide information, materials, and resources to external audiences relevant to each event. • Working closely with the Database Administrator to oversee the quality of data entry, managing the invitation, confirmation, and registration process for each event. • Working closely with the Website-Communications Associate to create a master schedule of external communications for all events and ensure all relevant information is posted on the website in a timely manner as well as online forms are linked with data entry processes. Assisting in posting information if necessary. • Coordinating all aspects of the publication process from production to printing to dissemination including maintaining publication inventory and ensuring online ordering processes operate smoothly. • Communicating and systematizing best practices across the organization’s various learning events. For a typical forum, the Operations Coordinator will work with professional staff to develop an overall plan, timeline, and responsibilities for each event and will oversee the implementation of the event. Specific tasks will include arranging a room location on or nearby Capitol Hill; working with service providers to ensure appropriate set-up, food and beverage service; ensuring the availability of multi-media and presentation equipment; working with presenters to ensure their travel is made and presentation materials are available; ensuring the timely mailing of invitations with appropriate outreach to invitees and accurate RSVP counts; handling logistical issues at the event and assignment of staff; ensuring appropriate follow-up to the event; and entering into contracts and agreements with service providers after appropriate approvals. For study tours, in partnership with professional staff, the Operations Coordinator will develop an overall plan, timeline, and responsibilities; organizing travel, meals, and ground transportation for groups of approximately 20 individuals; ensuring the timely preparation of briefing materials and support documents; and entering into contracts and agreements with service providers after appropriate approvals. Travel on study tours is not required. The Operations Coordinator must be a highly motivated, self-directed, efficient individual, who enjoys detail-oriented work and doing whatever it takes to ensure a successful event. The position will require multi-tasking, as several events can occur in the same week or month. Professional and courteous interaction with a wide range of high level individuals is required. The Operations Coordinator will work closely with the Database Administrator, the Website-Communication Associate, and other administrative support. Qualifications • At least two years’ experience in event planning or similar work • Excellent communication, interpersonal, and writing skills • Strong attention to detail • Strong organizational, time-management, and problem-solving skills • Ability to prioritize a variety of tasks and anticipate next steps • Website management experience preferred • Database management experience preferred • B.A. preferred Qualities • Works well in a fast-paced environment with a small, dedicated staff • Is internally motivated to succeed and goes the extra mile • Has the ability to effectively work independently, as well as cooperatively on team projects • Believes in superior customer service • Is flexible and creative • Takes initiative and makes suggestions for improving the organization of work • Is committed to the mission of AYPF The Operations Coordinator will be supervised by senior staff, but ultimately reports to the Executive Director. AYPF is a nonprofit professional development organization based in Washington, DC. We provide nonpartisan learning opportunities for professionals working on education and youth policy issues at the national, state, and local levels. Our goal is to enable policymakers and their aides to be more effective in their professional duties. To find out more about us, please visit www.aypf.org. AYPF offers a comfortable work environment with excellent benefits. We are conveniently located two blocks from the Dupont Circle Metro station. The salary range is dependent on experience. EOE/AA. Please upload resume, cover letter indicating salary requirements, and a complete list of three references to our website using the link below by the closing date of March 14, 2014. We will only contact applicants selected for interviews, no phone calls please.