Operations Administrative Associate (Temporary, Part Time)

Police Athletic League Inc; New York (NY); On-site; USD 31,000 - 44,000; Part time

Benefits offered by this job

Benefits eligibility

Job summary

The Temporary Operations Administration Associate at Police Athletic League (PAL) of New York City will provide day-to-day operational and administrative support to PAL's Operations Department, including procurement, vendor management, and facilities coordination across PAL sites in New York City.

This six-month, non-exempt assignment reports to the Director of Operations and offers up to 28 hours per week at $27 per hour.

Qualifications

• Bachelor's degree in business administration, management, or related field.
• Minimum three years of administrative or operational coordination experience.
• Strong organizational skills and attention to detail; able to multi-task under deadlines.
• Willingness to travel across NYC locations; driver’s license preferred.

Responsibilities

• Procurement and expense tracking; work with Finance for vendor payments.
• Order facilities, IT and other admin supplies and coordinate payments.
• Manage service contracts (utilities, internet, insurance) with vendors.
• Oversee service tickets, coordinate with program staff, track status.
• Lead operations projects and implement improved processes.

Skills

Organizational skills

Multitasking

Attention to detail

Time management

Education

Bachelor Degree in business administration, business management, or a related field

Tools

Microsoft Office suite

Spreadsheet software

Job description

Position: Temporary Operations Administration AssociateWho we are: The Police Athletic League (PAL) of New York City is an independent youth development nonprofit organization and has been a vibrant and vital institution, serving as an effective, critical bridge between police and communities across all five boroughs of the City since 1914. PAL operates diverse programs for children as young as 2 years old to young adults. Programs include Head Start, after-school programs and summer day camps for elementary, middle and high school youth, and summer Playstreets. PAL also runs evening teen centers and college readiness programs, youth employment, and juvenile justice programs. Staying true to PAL’s roots, a cornerstone of our youth development strategy includes offering competitive and recreational sports for children of all ages. At PAL, we’re devoted to empowering communities and building the best places to work, and that goes for our own teams too.Position Summary:The Temporary Operations Administration Associate, reporting to the Director of Operations, will provide day-to-operational, administrative, and project coordination support to PAL's Operations Department. This position plays an important role in helping maintain PAL's facilities, vendor relationships, operational systems, and administrative processes to ensure efficient operations across the organization's network of sites. This is a six (6) month temporary, non-exempt position created to support PAL's facilities, vendor relationships, operational systems, and administrative processes to ensure efficient operations across the organization's network of sites.The successful candidate will be highly organized, customer service-oriented, and comfortable managing multiple priorities in a fast-paced nonprofit environment. The Temporary Operations Coordinator will collaborate with internal departments, vendors, contractors, and PAL site leadership to support facilities management, procurement, compliance activities, and operational projects while helping ensure PAL's facilities remain safe, functional, and well maintained.Position Details:Department: Temporary Operations Administration AssociateReports To: Director of OperationsStatus: Temporary, Non-ExemptDuration: Six (6) Month Temporary AssignmentSchedule: Up to 28 hours per weekCompensation: $27.00 per hour, commensurate with qualifications and experience.What you’ll do:The Temporary Operations Administration Associate will provide support for key operational processes and maintain critical administrative management and reporting systems. This dynamic role will provide exceptional administrative and operational support in three primary areas:Procurement and Expense trackingCollaborate with the finance team to ensure vendor payment is made promptlyOrder facilities, IT and other administrative supply ordering as well as and coordinate payment with FinanceManage critical organizational and site service contracts (e.g. utilities, internet, insurance)Maintain relationships with vendorsOperations Project ManagementManage service request tickets submitted by sites and ensure status is up-to-date in systemsCommunicate and coordinate logistics and scheduling with vendors and program staff to get issues resolvedOversee vendor maintenance, repair and improvement projects end-to-endTriage, address and escalate high priority facility issuesLiaise with vendors to communicate needs and obtain work scopes and quotesAnalyze and assess competitive bids and make recommendations to operations leadershipBe responsible for operations projects, coordinate with administrative and program staffObtain and maintain facility regulatory and compliance documentationSupport leadership and collaborate across departments to implement new organization-wide operational systems and processesProvide support and resolve issues during facility emergencies, be the main point of content, triaging the issue and escalating to leadership, keeping site staff updated.Continuous Improvement and Other Operations DutiesSupport development of policies and procedures and ensures policies are adhered toEstablish and maintain summary project tracking reportsProvide project management and implement best practice operational standardsAssist in completing current and future state assessments, root cause analyses, and present recommendations in a solution-oriented manner that supports decision makingWho you are/What you bring:Bachelor Degree in business administration, business management, or a related fieldA minimum of three years of experience in administrative or operational coordination, operations management, or budget management with a preference of experience within social service organizations.Self-starter with strong organizational skills and attention to detailHighly professional and team-oriented with a passion for excellence and eagerness to help the department meet our goals.Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervisionHave a working knowledge of spreadsheets, Microsoft Office suite building tracking systems and ability to run reportsAbility to travel across NYC locations, Driver’s license preferredExperience in customer service, vendor management, scheduling, purchasing, inventory management, facility management or building maintenance is a plus.Physical RequirementsAbility to lift, transport, and install computer equipment weighing up to 40 pounds.Ability to travel between PAL facilities throughout New York City.Ability to work in offices, telecommunications closets, equipment rooms, and facilities undergoing renovation or construction.Ability to bend, reach, climb stairs, and work beneath desks or around technology equipment when necessary.Ability to remain stationary or work at a computer for extended periods while providing technical support.Benefits: Temporary employees may be eligible for benefits in accordance with PAL's personnel policies and applicable benefit plans.Location: PAL Headquarters, 34½ East 12th Street, New York, NY 10003, with travel to PAL locations throughout New York City as needed.Start Date: ASAPEqual Opportunity StatementAt the Police Athletic League, we seek people who are talented, creative, and passionate about helping create a more inclusive city and better futures for New York City's youth. We're devoted to empowering communities and building the best places to work, and that goes for our own teams too.The Police Athletic League is an equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment free from discrimination and harassment based on any legally protected characteristic, including, but not limited to, race, color, religion, national origin, age, sex, disability, sexual orientation, gender identity, pregnancy, veteran status, or any other protected status under applicable law.Employment with PAL is contingent upon successful completion of all lawful pre-employment requirements, which may include a background check.