Operations Coordinator - YOU Boston

Overview

Reporting to the Operations Manager, the Operations Coordinator supports day-to-day programming, payroll, and data management for Youth Options Unlimited (YOU) Boston. YOU Boston, part of the Mayor’s Office of Workforce Development, empowers diverse teens and young adults (ages 14-24) facing barriers to employment and education. This role ensures leadership and staff have accurate, timely information on participant engagement and program outcomes to drive organizational decision-making and grant compliance.

Responsibilities

This position will work closely with the Operations Manager to handle a variety of agency support tasks. The daily duties of the position will include, but are not limited to, the following:

• Payroll Administration: Process weekly payroll, review employment documentation for state/federal compliance, manage attendance sheets, and resolve staff payroll inquiries.
• Data Management & Entry: Oversee data collection and entry using Airtable and funder-specific databases, establishing standardized procedures and conducting regular quality checks.
• Reporting & Analytics: Track program outcomes, demographics, and participant engagement to generate reports, dashboards, and visualizations for grant compliance and audits.
• Program Support: Update intake forms via DocuSign, track participant assessments, gather social media content, and assist in evaluating YOU Boston cohorts.
• Operational Logistics: Organize youth technology inventory, process vendor invoices, manage supply orders, and assist IT with equipment management.
• Cross-Functional Collaboration: Train staff on data collection and operational processes, and collaborate with direct service staff on youth outreach and document collection.
• Perform related duties as required.

Minimum Entrance Qualifications

• A high school diploma or equivalent is required. An associate degree in Business Administration, Public Administration, Social Sciences, Data Analytics, or a related field may substitute for one (1) year of the required experience. A bachelor's degree in a related field may substitute for up to two (2) years of the required experience.
• One to three (1-3) years of experience in administrative operations, program support, payroll processing, data management, or a related field is required. Experience working in nonprofit organizations, youth development, education, workforce development, or municipal programs is preferred.
• Proven experience managing program data and utilizing case-management systems or databases (preferred but not required).
• Proficiency in Microsoft Office applications, particularly Excel, and Google Workspace applications, including Google Sheets, with the ability to organize, maintain, and analyze data, prepare reports, and manage electronic records.
• Strong analytical skills with the ability to translate complex data into understandable, actionable reports.
• Exceptional organizational skills and the ability to strictly maintain data privacy and confidentiality.
• Familiarity with database management systems, data entry platforms, or case-management software is preferred.
• Strong verbal and written communication and interpersonal skills, with the ability to explain procedures, communicate information clearly, respond to inquiries, and work effectively with staff, program participants, and internal and external stakeholders.
• Ability to analyze and interpret data.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive personnel and program information with discretion.
• Demonstrated strong attention to detail and ability to work both independently and collaboratively in a team environment.

BOSTON RESIDENCY REQUIREDTerms:

Union/Salary Plan/Grade: Non-Union/MM2-4
Hours per week: 35

The City of Boston is proud to be an Equal Opportunity Employer. We invite applications from all qualified individuals and do not discriminate based on race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, age, disability, genetic information, marital status, military or veteran status, or any other protected category.