Administration & Systems Coordinator

Job Description Job Description Location: Philadelphia, PA (Hybrid/In-person as required) Employment Type: Full Time, Non-Exempt Compensation: $55,000 - $62,000 Reports To: Director of Administration & Systems About the Center for Black Educator Development (CBED) The Center for Black Educator Development exists to rebuild the national Black Teacher Pipeline in service of a clear vision: a world where all Black students have access to high quality Black educators throughout their PreK–12 education, and where educator preparation, pedagogy, and policies that advance equity and effectiveness are fully institutionalized. We are unapologetically committed to educational justice and racial equity by increasing the presence, effectiveness, and retention of Black educators. Our work centers Black students, families, and educators by designing liberatory pathways into teaching, investing in sustainable program models, and advocating for systems level change that endures beyond individual programs or classrooms.

Position Summary The Administration & Systems Coordinator (Operations & Logistics Support) strengthens CBED’s operational infrastructure by serving as the organization’s primary administrative point of contact and managing the daily workflows that keep operations running smoothly. This role oversees general inquiries, mail operations, event-related travel coordination, supply management, and storage logistics, ensuring staff and programs receive timely, reliable support. Reporting to the Director of Administration & Systems, this Coordinator also manages event‑related agreements, including BMEC speaker agreements, partnership event contracts, and vendor arrangements, Fand plays a central role in preparing materials, coordinating logistics, and supporting cross‑team planning for CBED’s annual convening.

During FSLA’s summer programming period, the Coordinator partners with CBED’s third‑party technology vendor to coordinate onsite support, track tickets, and ensure devices are deployed and returned effectively. This role is one half of a balanced operational structure that integrates systems, operations, and people‑support functions. The ideal candidate is organized, responsive, systems‑minded, and committed to delivering reliable, equitable support across the organization.

Core Accountabilities Administrative Operations & Logistics Manages daily operational workflows—including mail, supplies, event-related travel coordination, storage pulls, and general inquiries—that keep the organization running smoothly and responsive. Event‑Related Agreements & Vendor Coordination Oversees BMEC and partnership event agreements to ensure timely execution, accurate documentation, and alignment with convening and partnership needs. Systems & Technology Coordination Coordinates systems access, device needs, and ticket tracking by partnering with CBED’s third‑party technology vendor, with increased coordination during FSLA’s summer programming.

Documentation & Process Management Maintains administrative and systems documentation to support consistent, compliant, and well‑coordinated organizational operations. Cross‑Functional & Program Support Provides operational support across teams during peak periods, program cycles, and organizational convenings to ensure seamless execution. Key Responsibilities Serve as the organization’s primary administrative point of contact by managing the general inquiries inbox, routing questions to the appropriate teams, and ensuring timely, equitable responses.

Manage daily operational workflows, including mail pickup, sorting, distribution, outgoing shipments, supply ordering, storage organization, and preparing materials for BMEC and other convenings. Coordinate event‑related travel for external speakers, partners, and non‑CBED guests, including flights, hotels, and ground transportation. Manage BMEC speaker agreements, partnership event contracts, and vendor agreements by drafting templates, routing for signature, tracking status, and maintaining organized, audit‑ready files.

Support speaker coordination by managing documentation, logistics, and communication workflows for BMEC and partnership events. Coordinate with CBED’s third‑party technology vendor to submit, track, and monitor support tickets, ensuring timely resolution and clear communication with staff. Reconcile monthly organizational credit card statements by collecting receipts, coding expenses, and ensuring accurate documentation for finance review.

Manage device deployment and returns by coordinating logistics, inventory tracking, and vendor communication, ensuring accurate records and smooth distribution cycles. Support systems access for onboarding and offboarding in partnership with the Administration & Systems Coordinator -People& Process Support, ensuring timely setup and removal of access. Provide seasonal operational coordination during FSLA programming (July–August), including device distribution, vendor‑supported troubleshooting coordination, and end‑of‑program inventory.

Support documentation and logistics during FSLA’s recruitment and onboarding period as needed. Maintain administrative and systems SOPs, workflows, templates, and knowledge resources to ensure clarity and consistency across operations. Track operational metrics and prepare documentation for audits or compliance reviews in partnership with the Director.

Collaborate with the People‑Support Track on onboarding/offboarding cycles, HRIS updates, and cross‑team documentation needs. Assist with convenings, retreats, and organizational events during high‑volume periods, ensuring smooth logistics and coordinated support. Leadership & Cultural Expectations CBED team members are expected to model the organization’s core beliefs and values by centering justice, demonstrating operational discipline, and leading with clarity, accountability, and care.

Team members engage in continuous learning, foster inclusive and equitable environments, collaborate effectively across teams, and contribute to sustainable systems that produce measurable outcomes and support the people doing the work. Qualifications 1–3 years of experience in operations, administrative coordination, logistics, or a related role involving cross‑team workflows. Strong organizational and systems‑thinking skills, with the ability to manage multiple priorities and peak operational cycles.

Comfort coordinating with external vendors and tracking ticketing or support workflows. Experience maintaining documentation, SOPs, or operational workflows. Proficiency with Google Workspace, Microsoft Teams, and project management or ticketing tools.

Clear, responsive communication skills and the ability to support staff and partners in navigating systems and processes. Ability to handle sensitive information with discretion and professionalism. Commitment to equity, service, and reliable operational support across the organization.

Strong alignment with CBED’s mission, vision, and values. Working at CBED CBED offers a competitive salary and comprehensive benefits package, including health coverage, retirement savings, paid time off, professional development opportunities, and a flexible remote work environment. We affirm racial identity, value lived experience and believe justice-driven work must be both excellent and sustainable.