Administrative Operations Assistant (Non-Profit) - Manhattan

AHRC New York City; New York (NY); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Medical insurance

403(b) match

FSA

Life insurance

Paid time off

Referral program

Vision insurance

Job summary

AHRC New York City in Manhattan is seeking an Administrative Operations Assistant (AOA) for the Real Property division. The role supports a department head with a wide range of operational and administrative tasks, including data management, reporting, and liaising between the main office and program sites.

The position is full-time, in-office, with standard hours and a competitive benefits package. The candidate will have strong organizational skills, experience with nonprofit administration,

Qualifications

• H.S. Diploma or GED, or AA/BA with related experience.
• Proficiency in Microsoft Word, Excel, Outlook; able to learn agency databases.
• Strong organizational and coordination skills with multitasking ability.
• Excellent interpersonal and written/verbal communication; experience with senior staff.
• Experience in a nonprofit administrative environment preferred.

Responsibilities

• Supervise and coordinate administrative staff for a department hub or site.
• Compile, record, verify data; update reports and spreadsheets; track FMX maintenance.
• Track invoices, maintain contracts, and oversee maintenance and vendor lists.
• Monitor open projects and fleet vehicles; manage driver records.
• Prepare financial and administrative reports; reconcile petty cash and card transactions.
• Draft correspondence, organize files, schedule appointments, greet visitors.

Skills

Organizational skills

Communication skills

Problem solving

Independent judgment

Coordination

Education

HS Diploma or GED

AA or BA degree

Tools

FMX system

UltiPro

Workplace

Great Plains

Microsoft Word

Excel

Outlook

Job description

Administrative Operations Assistant (Non-Profit) - Manhattan

• Full-time

AHRC New York City is a large, complex nonprofit organization dedicated to supporting neurodivergent children and adults (those with autism, down syndrome, cerebral palsy, intellectual/developmental disabilities, and other disabilities) through a broad spectrum of services , and a family governed organization that envisions a socially just world where the power of difference is embraced and reflected in all that we do. Generosity guides us as we honor our legacy and continuously grow through a culture of curiosity, creativity, and optimism and as we advocate for people with disabilities to lead full and equitable lives.

AHRC NYC is seeking to hire an Administrative Operations Assistant (AOA) for their Real Property division. This position involves a wide variety of operational and administrative functions in support of a department head and or department. Under general supervision, the Administrative Operations Assistant oversees administrative activities of a hub or region; serves as a liaison between management main office hub and program sites: provide general office assistance, prepare reports and correspondence responds to requests for information; processes forms and requisitions; maintains database information; maintain and flies information; maintains record keeping; and may oversee clerical staff.

Compensation Package: $45,000-$50,000 per year plus a very generous and comprehensive Benefit package. See more Benefit information below

Schedule: Monday through Friday 9am-5pm....35 hours per week (in-office)

Location: Manhattan 10038

General Responsibilities

• Supervise and Coordinate activities of administrative staff for a department hub, region, or program site, and serves as liaison between management, main office/hub, and program sites.
• Perform a wide variety of operational support activities; compile, record, and verify data related to department, programs, attendance, personnel and/or payroll records; prepares and updates reports and spreadsheets; track and maintain maintenance team via FMX system, reporting.
• Track invoices for maintenance work performed for program sites and put together maintenance contracts, update fire alarm, sprinkler inspection and vendor list.
• Track open projects and fleet vehicles and drivers (maintenance, inspections, EZ Pass, violations / tickets)
• Exercise independent judgment and relieve the manager of routine actions not requiring his/her immediate attention.
• Conduct a variety of financial, budget and contract tasks; prepare and process invoices in workplace; crosscheck invoices to FMX tickets and contracts; reconcile invoices, petty cash and credit card transactions; prepare financial and administrative reports. Ensures that financial, statistical, and billing information is complied and submitted in a timely fashion.
• Perform a wide variety of administrative support activities; draft correspondence, create forms and spreadsheets, open and distribute mail, order supplies, schedule appointments, maintain calendar, greet visitors, screen phone calls; organize and maintain paper and electrical files and respond to information requests.

Specific responsibilities

(As needed, delineate specific tasks required by department or function).

Qualifications

• H.S. Diploma or G.E.D. plus 5 years of related work experience, AA or BA degree plus 2 - 3 years of related work experience, or an equivalent combination of education and experience.
• Intermediate computer skills including experience with and knowledge of Microsoft Word, Excel, and Outlook. Must demonstrate the ability to learn and use agency specific computer databases (e.g. UltiPro, Workplace, Great Plains).
• Must exhibit excellent organizational and coordination skills and the ability to manage multiple tasks simultaneously, while exercising independent judgment and problem-solving abilities.
• Excellent interpersonal and communication skills are required. Experience Interacting with senior management, staff, individuals with intellectual and developmental disabilities and their families
• Must be able to communicate effectively and tactfully in both verbal and written forms. Must be able to establish and maintain effective working relationships with those contacted in the performance of required duties.
• Must have the ability to Input information into databases, create reports and spreadsheets, and process invoices.
• Experience working in a non-traditional workplace, such as one with Individuals with developmental disabilities.
  • Low cost, high quality Medical Insurance (single & family plans)
  • 403(b) company match
  • Flexible Spending account
  • Life insurance
  • Paid time off (sick, personal and vacation)
  • Referral program
  • Vision insurance

AHRC New York City is an Equal Opportunity Employer. We consider applicants for all positions without regard to age, race, color, creed, religion, national origin, alienage or citizenship status, gender, sex, sexual orientation, pregnancy, disability, marital status, partnership status, military status, status as a victim of domestic violence, sex offenses or stalking, genetic information, or unemployment or any other protected characteristic under federal, state or local law.

All your information will be kept confidential according to EEO guidelines.