Administrative & Operations Coordinator

August 29, 2025

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NOYA Administrative & Operations CoordinatorVision: The New Orleans Youth Alliance envisions a city where adults and youth work together to ensure that all young people – especially the most marginalized – are safe, secure and thriving. Mission: Grounded in racial equity and youth leadership, the New Orleans Youth Alliance fosters youth-centered policies and cultivates a system of high-quality, well-resourced youth organizations. Values: We are rooted in our values, driven by the lived experiences of young people and their parents and guided by the following principles: Youth Leadership – Youth voice guides the work of the organization and leads to better outcomes for young people. We will be responsive to the immediate and long-term needs of young people and we will encourage youth-serving organizations to prioritize youth voice in the design and decision-making phases of their work. Equity and Solidarity – We will authentically engage and honor the power of youth, families, and community-members by centering their voices and building trusting partnerships. Critical Social Analysis – We will be explicit in naming the root causes of inequity and address the ways in which systems and power structures contribute to the disparities experienced by young people of color. Wellness – Youth should have what they need to be, grow and develop holistically in mind, body and spirit. About the Role: The Administrative and Operations Coordinator will provide crucial support to the Operations and Administration department of the New Orleans Youth Alliance (NOYA), which includes the Executive Director, Director of External Affairs, Director of Operations, and other staff as directed by the Operations and Administration team. This multifaceted role encompasses responsibilities in site operations, calendar and travel organization, communications, general office management, board meetings, event planning, assisting with major projects and program operations, working with NOYA partners, donors, and other constituent groups, as well as tasks related to writing and editing, policies and procedures, and general reporting and bookkeeping assistance. This is a co-managed role by the Director of Operations and the Director of External Affairs. Key Responsibilities of the Position: (include but are not limited to): An individual must be able to perform each essential duty listed below at a satisfactory level: 1. Leadership Support<ul><li>Provide comprehensive administrative support to the Executive Director, including managing correspondence, travel arrangements, appointments, and reimbursement requests.</li><li>Offer administrative assistance to the Board President as required.</li><li>Maintain the calendars of the Executive Directors, Director of External Affairs, and the Director of Operations.</li><li>Handle logistics and setup for meetings, including space reservations.</li></ul>2. Office Management<ul><li>Execute logistics for staff meetings, including food ordering, room setup, and breakdown.</li><li>Manage reception, sorting, and distribution of incoming mail and packages.</li><li>Coordinate shipping of office supplies and staff parcels as needed.</li><li>Maintain a clean and organized office environment and oversee office supply inventory management.</li><li>Oversee office equipment, ensuring timely maintenance and repairs.</li><li>Prepare and distribute bi-weekly communications highlighting office updates and events.</li><li>Assist with onboarding and offboarding processes by completing clerical and administrative tasks to ensure smooth staff transitions.</li></ul>3. Board Activity<ul><li>Assist the Executive Director and Board President in preparing for board meetings.</li><li>Distribute meeting announcements in advance to the board.</li><li>Distribute meeting minutes and materials for board meetings.</li><li>Make calls and track board meeting attendance.</li><li>Assist with board meeting logistics, room setup, and meal ordering.</li><li>Attend meetings and take minutes when required.</li></ul>4. Finance and Resource Development Activity<ul><li>Assist the Director of Operations in maintaining financial records.</li><li>Prepare check requests/reimbursements on behalf of the Operations and Administration Team.</li><li>Manage gifts (cash/checks) for processing.</li><li>Conduct basic gift data entry/batch.</li><li>Assist with development events as needed.</li><li>Respond to donation requests.</li></ul>5. External Affairs<ul><li>Assist with project management for various communications projects, such as reports and campaigns.</li><li>Organize digital files and support migrating data between platforms.</li><li>Proofread external communications (press releases, newsletters, donor updates, website copy, social media captions).</li><li>Assist with logistics for communications-related events (press conferences, fundraisers, community events, photo/video shoots).</li><li>Maintain a calendar of external communications deadlines (annual report, brand book, newsletters, campaigns) and ensure reminders go out to staff contributing content.</li><li>Conduct light research on external communications trends, youth development field updates, or comparable organizations’ campaigns for inspiration.</li><li>Track relevant local and national policy or youth advocacy news and flag items that could be relevant for NOYA’s social or communications strategy.</li></ul>Requirements:<ul><li>Bachelor’s degree (preferred) or an Associate’s degree with 3-5 years of relevant prior work experience.</li><li>Strong interpersonal and client relation management skills; enjoy working with varied NOYA internal and external stakeholders.</li><li>Database management and administrative background required.</li><li>Basic computer skills with proficiency in Google Suite software such as Google Docs, Sheets, and Slides </li><li>Familiarity with data management and fundraising systems (e.g., Givebutter, Bonterra) to support accurate tracking and reporting preferred</li><li>Excellent demonstrated skills in writing, communication, and time management.</li><li>Ability to prioritize and organize multiple activities simultaneously.</li><li>Self-motivated, hardworking, independent, and enthusiastic.</li><li>Proven accuracy and attention to detail with the ability to meet deadlines.</li><li>Demonstrated belief in NOYA’s mission and values.</li></ul> New Orleans Youth Alliance Core Competencies: The New Orleans Youth Alliance (NOYA) Core Competencies are the fundamental strengths that ensure organizational success. They are deeply integrated into how we work as a team and in how we engage our stakeholders. NOYA Core Competencies ensure all staff members, regardless of title, perform their roles effectively and in alignment with organizational values and expectations. The following are NOYA’s 10 core competencies presented in alphabetical order:<ul><li>Adaptability: The ability to adjust to new conditions and handle unexpected challenges.</li><li>Analytical Thinking: The skill of understanding and solving complex problems through critical thinking and analysis. </li><li>Communication: The capacity to convey information effectively and efficiently.</li><li>Emotional Intelligence: The ability to perceive, control, and evaluate emotions in oneself and others.</li><li>Initiative: The ability to assess and initiate things independently and to identify solutions to problems in effective and efficient ways.</li><li>Integrity: The quality of being honest and having strong moral principles.</li><li>Leadership: The action of leading a group of people or an organization.</li><li>Personal Development: The commitment to improving one’s skills, abilities, and knowledge.</li><li>Relationship Building: The ability to establish and maintain positive and effective working relationships.</li><li>Teamwork: The combined action of a group, especially when effective and efficient.</li></ul> Schedule & Pay: This is a part-time role, averaging up to 20 hours per week, Monday through Friday. Salary range for this position is between $20 and $25 per hour, commensurate with the candidate’s experience. Application: To apply, please send a cover letter addressing qualifications and interest, a current resume, and three professional references to resumes@noya.org. Subject: “Administrative and Operations Coordinator.” Documents should be sent as attachments using Microsoft Word or PDF format. No phone calls, please. Deadline: The deadline to apply for this position is September 12, 2025, at 5 PM (CST). NOYA provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender identity and/or expression, national origin, age, or disability.

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