Operations Associate

The Primary School - East Palo Alto, California - Full time


The Parent Program and Birth -to-Three Operations Associate is responsible for the smooth and effective functioning of day-to-day operations and administration of the Birth to Three and Parent Program. This position will take on a variety of operational responsibilities managing parent program support staff (e.g., childcare workers) and owning the management of the Birth to Three and Parent Program office spaces, parent communication, facilities, food and materials procurement. The Birth to Three & Parent Program Operations Associate will play a critical role in the managing of systems and structures that will allow the coaching and Birth to Three program to “hum” and enable coaches, Birth to Three staff and program leaders to remain focused on parent wellness and family health.

Note: This position requires occasional lifting of up to 50 pounds with frequent lifting of up to 25 pounds, and regularly requires the individual to be on their feet for ~6 hours per day.


  • Open space in the morning, ensure property is ready to welcome families and children, and lead secure shutdown and closure of space in the evening.
  • Ensure a welcoming and organized office that upholds our commitment to family and community. Attend to and troubleshoot all urgent incoming requests from parents and TPS staff.
  • Perform administrative tasks in support of the Birth to Three and Parent Program and/or TPS operations needs (including but not limited to: filing, copying, producing letters, laminating, coordinating and scheduling programming and meetings, and translating parent-facing documents, ongoing coordination and organizing of resources for program).
  • Attend and support the planning and preparation of all program specific and school-wide events, including evening events
  • Prepare and execute parent communication (e.g., newsletters, mailings, text/phone blasts) in collaboration with parent and Birth toThree program staff.
  • Organize and coordinate supplies and materials, and manage ongoing purchasing needs.
  • Build partnership with key vendors for childcare, space, copy and print, custodial, IT, facilities maintenance and repair. Work with vendors and contractors and troubleshoot issues as they arise to ensure a prompt resolution.
  • Manage all facilities-related needs, including scheduling/meeting vendors and handling after-hours facilities emergencies.
  • Create and effectively execute strong procedures for childcare and space use, and Manage, record and report on family data in partnership with coaches, 0-3, school and TPS staff; ensure that physical and electronic child and family records are properly maintained and when necessary, and when necessary, transitioned to school.
  • Provide logistical and technological support for the administration of parent surveys and assessments.
  • Serve as on-site IT contact for Birth to Three and Parent Program staff and families, including managing assets, troubleshooting basic issues, including but not limited to, hot spots and electronic devices and escalating broader issues to Program Leaders.
  • Support management of parent program and Birth to Three expenses and partner with Parent Program, 0-3 and Operations leaders to ensure consistency with short and long-term budget strategy.
  • Support compliance reporting for federal, state, and local entities; and ensure the programs uphold all regulations at all times.
  • Work with other program staff to ensure organizational-wide processes, systems, and procedures are implemented with consistency and efficiency.
  • Participate in weekly Birth to Three team meetings.
  • Participate in parent program team meetings as needed to cultivate further understanding of the work, and as required to support staff and colleagues executing the work are clear on operations (systems and protocols) related to programming.


  • You have at least two years of experience in an operations, coordinator and/or administrative role.
  • You have practiced habits of organization and project management, and can quickly move back and forth between the 30,000 foot and on-the-ground levels.
  • You have a “can do” attitude and are willing to be flexible to meet the needs of families and the program.
  • You hold a family centered approach when it comes to coordinating, supporting, and executing work of programs
  • You can juggle multiple priorities and take pride in consistently meeting deadlines.
  • You are a natural problem solver, fixer and finder of resources; when the going gets tough, you are calm under pressure and show excellent judgment.
  • You get joy out of building efficient, user-friendly and results-oriented work flows and processes.
  • You have the ability to motivate peers and colleagues to get things done - with or without the leadership title.
  • You are extremely self-aware and self motivated, and have a strong desire to learn.
  • You are comfortable in ambiguity and environments that change rapidly.
  • You want to work with and learn from all TPS team members, from early childhood education to parent coaching to community engagement.
  • You believe in the mission of The Primary School and that all children and families are capable of extraordinary things.

A Plus If

  • You are an East Palo Alto or Belle Haven native and/or have experience working with the East Palo Alto and Belle Haven communities.
  • You are fluent in Spanish (written and oral).
  • You have experience supporting children and families managing the effects of trauma and poverty.

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Experience Level

Mid Level

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