Overview

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Operations Associate provide direct support to the Operations Manager and overall administrative and office support to RiseBoro’s Infrastructure Management Team. The Operations Associate will report directly to the Operations Manager and will act as a backup. Specific responsibilities include:

Daily Operations and Facilities Management

  • Along with the Operations Manager, responsible for the daily operations of the offices to ensure a professional work environment and business continuity, including:
  • Conducting inventory of supplies for 565 Bushwick Ave and 85 Melrose St offices and order supplies timely, as appropriate
  • Ensuring that office supplies and the filing system in the executive office are organized
  • Managing parking spaces located at 533 Bushwick Ave and 9 Noll St (I.e., waitlist management, assigns parking spaces as they become available, provides clickers as needed)
  • Maintain and operate office equipment at 565 Bushwick Ave and 85 Melrose St (e.g., postage meter, copier/scanner)
  • Process invoices for Infrastructure on Yardi
  • Process and track of expenditures requested from community affairs and entering into Yardi in the appropriate designation
  • Oversee the scheduling of the conference rooms (i.e., respond to email inquiries, manage the associated email and calendar)
  • Greet and direct visitors to the second-floor executive offices as needed
  • Coordinate access to office spaces at 565 Bushwick Ave and 85 Melrose St through the issuance of keys and alarm access codes
  • Coordinate with IT to ensure all hardware, software and telecommunications needs of infrastructure are met at both locations (565 Bushwick Ave and 85 Melrose St)
  • Coordinate catering/food ordering for board meetings and events
  • Complete additional administrative tasks as assigned by the Operations Manager

Community Affairs (CA)

  • Assist with planning and coordination of all aspects of social events for RiseBoro employees (including the annual holiday party, family picnic, etc.) as assigned
  • Assist with the planning and coordination of RiseBoro fundraising events, including annual gala
  • Prepare large mailings and/or email merge distribution for various communications/events, such as Holiday cards, annual Legislative Breakfast, fundraising events etc. for Community Affairs division
  • Assist with the coordination of transportation for staff events
  • Assist with the purchase of promotional and marketing materials

Infrastructure Management Team Support

  • Maintain appointment calendar for the CPO and VP of Community Affairs including scheduling and invites to meetings as requested
  • Make arrangements as needed for executive transportation
  • Receive and make phone calls daily in support of the Infrastructure Management Team; direct incoming calls as necessary
  • Draft letters, emails, and other communications as needed

Human Resources

  • Assist with recruitment and hiring of all Infrastructure’s staff in compliance with organization’s contractual and other regulatory agencies policies and procedures, including but not limited to:
  • Submitting job requisitions
  • Scheduling first and second round interviews
  • Entering notes into the applicant tracking system, i.e., record interview dates and outcomes
  • Coordinating employment offers as approved by division VP or designee
  • Schedule trainings for staff development

Contract Management

  • Prepare documents for signature and notary
  • Responsible for the upkeep of all non-grant contracts on the RB Contracts database

Other Administrative Responsibilities

  • Collaborate on special projects assignments and ongoing processes within Community Affairs, Finance and Risk Management as the needs arise
  • Serve as back up for the administrative team when necessary (Operations Manager and Receptionist)

COMPETENCIES

  • Detail oriented, disciplined and organized
  • Ability to manage time effectively
  • Excellent verbal and written communication skills
  • Collaborative and creative with entrepreneurial spirit and ability to problem solve and build relationships
  • Proficiency with various computer programs including Microsoft Office programs and Google Docs
  • Ability to manage multiple tasks simultaneously and execute goals
  • Ability to maintain a high level of confidentiality and professionalism

EDUCATION and EXPERIENCE

  • Bachelors Degree required; or
  • Associate Degree and 3 years of relevant work experience in related field;
  • Any combination equivalent to education and experience that provides the required knowledge and skills may be considered qualifying.

EEO/Affirmative Action Policy Statement

It is the policy of RiseBoro to provide equal employment opportunity to all employees and applicants for employment. No individual will be discriminated against on the basis of race, color, age, creed, religion, national origin, citizenship status, political or union affiliation, marital or partnership status, sex, sexual orientation or affectional preference, gender identity, familial status, genetic information or predisposition or characteristic, disability, status as a victim of domestic violence, status as a veteran or member of the U.S. military and related obligations, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, job placement, compensation, benefits, training and apprenticeship, employee development, promotion, demotion, discipline, transfer, lay-off and recall, and termination. RiseBoro makes reasonable accommodations based on religion and/or disability as required by law, and requests for accommodation are to be directed to the Human Resources Department.