Operations Assistant

Justia; New York (NY); On-site; USD 38,000 - 41,000; Part time

Benefits offered by this job

Paid time off

401K with employer match (up to 3%)

Commuter benefits

City Bar Association membership

Access to City Bar CLEs and discounts

Job summary

The City Bar Justice Center in New York, NY, is seeking a part-time Operations Assistant (28 hours per week) to support office operations and administrative tasks in our Midtown Manhattan office.

You will handle front desk inquiries, manage supplies, assist with invoices and vendor accounts, support onboarding/offboarding, and help coordinate events and staff meetings. Candidates must have at least 12 months of admin experience and be authorized to work in the United States.

Qualifications

• Associate’s or Bachelor’s degree with minimum 12 months of administrative experience.
• Strong organizational and project management skills with high attention to detail.
• Excellent verbal and written communication skills.
• Proficient with Microsoft 365; familiarity with case management or project platforms helpful.
• Self-starter who can work independently and with others.
• Interest in nonprofit/public-interest legal work and serving under-resourced communities.

Responsibilities

• Provide day-to-day office administrative support, including front desk inquiries, facilities maintenance, mail distribution, and general organization email and phone inquiries.
• Assist with facility requests and day-to-day office management tasks.
• Oversee inventory reporting and office supply needs.
• Help manage invoices and vendor accounts/subscriptions and provide monthly accounting support.
• Support the hybrid work schedule and meetings, onboarding/offboarding of staff and interns.
• Assist with staff retreats, meetings, trainings, and other organization-wide events.
• Support evaluation and improvement of systems, processes and policies.

Skills

Organizational skills

Project management

Verbal & written communication

Independent / self-starter

Teamwork / collaboration

Nonprofit interest

Education

Associate’s or Bachelor’s degree or equivalent

Tools

Microsoft 365

Job description

POSITION: Operations Assistant (Part-Time) (28 hours weekly)

Department: City Bar Justice Center - Operations

Position reports to: Director of Operations

Format: In-Person (Midtown, NY)

FLSA status: Non-exempt

The City Bar Justice Center is the largest division of the New York City Bar Association's charitable affiliate, the City Bar Fund. For nearly 50 years, our organization has furthered access to justice by addressing the unmet civil legal needs of New Yorkers facing poverty and other systemic socioeconomic barriers. The Justice Center mobilizes law firms, corporate legal departments, and other legal institutions to provide pro bono legal services; educates the public on legal issues; fosters community relationships; and shapes public policy. Its dozen civil justice projects, including New York's most comprehensive civil legal hotline, deliver high-quality services through brief advice, referrals, and direct representation. Last year, more than 3,300 pro bono attorneys partnered with the Justice Center to provide free legal services to over 23,000 New Yorkers who could not afford private counsel.

JOB FUNCTION

The Justice Center seeks a detail-oriented, motivated professional for the part-time (28 hours weekly), in-office role of Operations Assistant. Reporting to the Director of Operations, this position supports a range of operations and administrative tasks that advance the Justice Center’s capacity to deliver high-quality civil legal services to under-resourced New Yorkers.

Areas of responsibility include, but are not limited to:

Office & Administrative Operations

• Provide day-to-day office administrative support, including handling front desk inquiries, facilities maintenance, mail distribution, and general organization email and phone inquiries.
• Assist with facility requests or day-to-day office management tasks as assigned.
• Oversee inventory reporting and office supply needs.
• Help manage invoices and vendor accounts/subscriptions and provide the executive team with monthly accounting support.
• Help maintain the smooth operation of CBJC's hybrid work schedule and environment and provide operational support for team and professional development meetings.
• Provide key support for the onboarding and offboarding of staff, interns, volunteers, and law students, and provide administrative support for CBJC's summer intern program.

Events & Programming Support

• Assist with planning and logistics for staff retreats, meetings, trainings, and other organization-wide events.
• As needed, provide administrative and operational support for special programs and events (e.g., Annual Gala, Pro Bono Awards, Veterans Day Fundraiser) or organization-wide programs (e.g., emergency response clinics).

Technology & Operations Systems

• Help assess and improve current organizational systems, processes, and policies (e.g., Microsoft Office workspace, onboarding/offboarding, case management).
• Help identify and pilot new tools or upgrades for the organization, with a focus on emerging areas like workflow automation and other streamlining features.
• Other administrative and operations support tasks as needed.

QUALIFICATIONS, SKILLS AND REQUIREMENTS

• Associate’s or Bachelor’s degree (preferably with concentrations in business operations, operations management, or tech) or equivalent work experience in a professional setting, with a minimum of 12 months of administrative experience required (relevant internships acceptable).
• Strong organizational and project management skills, with high attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Strong computer skills, including proficiency with Microsoft 365; experience with or ability to quickly learn case management, data, or project management platforms.
• Self-starter with the ability to work both independently and collaboratively.
• Interest in nonprofit or public interest legal work, and a commitment to serving under-resourced communities.

Candidates must be authorized to work in the United States. We are not able to sponsor visas for this position.

This part-time (28 hours weekly) position is fully in person and requires onsite attendance at our Midtown Manhattan office, Monday through Thursday during standard business hours. The annualized salary range for this position is $38,000 to $41,000 for a 28-hour workweek, commensurate with experience, skills, and qualifications. The New York City Bar Association’s benefits package for part-time employees working 28 hours/week includes paid time off, 401K when employment begins (with discretionary employer match up to 3% after 1 year), commuter benefits program, Employee Assistance Program, complimentary New York City Bar Association membership, many free City Bar CLEs and employee discounts, among others.

We actively seek a diverse applicant pool and encourage candidates of all backgrounds and unique experiences to apply. We welcome diversity of all kinds. It is the policy of the City Bar to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, age, national origin, alienage or citizenship status, gender (including gender identity), sexual orientation, disability, arrest or conviction record, pregnancy, credit history, salary history, caregiver status, marital status, partnership status, or status as a victim of domestic violence, stalking and sex offenses, religion, sex, genetic information, military status, unemployment status or any other characteristic as protected by law. With regard to the Americans with Disabilities Act and other related laws, the organization will endeavor to make reasonable accommodations for persons due to their religious beliefs, disability, pregnancy, childbirth or related medical condition or because the individual was a victim of domestic violence, sexual violence or stalking.