Operations Administrative Associate (Temporary, Part Time)

Police Athletic League, Inc.; New York (NY); On-site; USD 33,000 - 41,000; Part time

Job summary

The Police Athletic League (PAL) of New York City is seeking a Temporary Operations Administration Associate to support the Operations Department. This six-month, non-exempt role reports to the Director of Operations and focuses on facilities, procurement, and administrative processes across PAL's network of sites.

The successful candidate will be highly organized, customer-service oriented, and able to manage multiple priorities in a fast-paced nonprofit setting.

Qualifications

• Bachelor's degree in business administration, management, or related field.
• Minimum of three years in administrative or operational coordination roles, preferably in social services.
• Self-starter with strong organizational skills and attention to detail.
• Willingness to travel across NYC locations; driver’s license preferred.

Responsibilities

• Procurement and expense tracking, including vendor payments and order coordination.
• Operations project management, including service tickets, vendor coordination, bids, and compliance documentation.
• Continuous improvement tasks: policy development, reporting, and program support.

Skills

Organizational skills

Customer service

Vendor management

Scheduling

Education

Bachelor Degree in business administration

Tools

Excel

Microsoft Office

Job description

Position: Temporary Operations Administration Associate

Who 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 Associate

Reports To: Director of Operations

Status: Temporary, Non-Exempt

Duration: Six (6) Month Temporary Assignment

Schedule: Up to 28 hours per week

Compensation: $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 tracking

• Collaborate with the finance team to ensure vendor payment is made promptly
• Order facilities, IT and other administrative supply ordering as well as and coordinate payment with Finance
• Manage critical organizational and site service contracts (e.g. utilities, internet, insurance)
• Maintain relationships with vendors

Operations Project Management

• Manage service request tickets submitted by sites and ensure status is up-to-date in systems
• Communicate and coordinate logistics and scheduling with vendors and program staff to get issues resolved
• Oversee vendor maintenance, repair and improvement projects end-to-end
• Triage, address and eliminate high priority facility issues
• Liaise with vendors to communicate needs and obtain work scopes and quotes
• Analyze and assess competitive bids and make recommendations to operations leadership
• Be responsible for operations projects, coordinate with administrative and program staff
• Obtain and maintain facility regulatory and compliance documentation
• Support leadership and collaborate across departments to implement new organization-wide operational systems and processes
• Provide 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 Duties

• Support development of policies and procedures and ensures policies are adhered to
• Establish and maintain summary project tracking reports
• Provide project management and implement best practice operational standards
• Assist in completing current and future state assessments, root cause analyses, and present recommendations in a solution-oriented manner that supports decision making

Qualifications

Who you are/What you bring:

• Bachelor Degree in business administration, business management, or a related field
• A 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 detail
• Highly 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 supervision
• Have a working knowledge of spreadsheets, Microsoft Office suite building tracking systems and ability to run reports
• Ability to travel across NYC locations, Driver’s license preferred
• Experience in customer service, vendor management, scheduling, purchasing, inventory management, facility management or building maintenance is a plus.

Physical Requirements

• Ability 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: ASAP

Equal Opportunity Statement

At 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.