Operations Associate Job at National Advocates for Pregnant Women
National Advocates for Pregnant Women New York, NY 10011
JOB TITLE: Operations Associate
JOB TYPE: Full-time, regular, exempt
JOB LOCATION: NYC remote/office (minimum 3 days per week in the office)
SALARY RANGE: $78,618 – $88,949.87
BENEFITS: Medical, dental, and vision insurance; life insurance and AD&D; FSA; commuter benefits; 403(b) retirement plan (with employer non-elective contribution); paid time off (up to 20 vacation days, up to 10 sick days, up to 5 personal days, all federal holidays, 1 floating holiday, December 25 through January 1; paid family leave; paid sabbatical; and professional development financial support
Pregnancy Justice is a New York City-based 501c3 non-profit, advocacy organization that works to ensure that pregnant people do not lose their constitutional and human rights as a result of pregnancy; that substance use disorders and other health conditions they face during pregnancy are addressed as health issues, not as crimes; that families are not needlessly separated based on medical misinformation; and that pregnant and parenting people have access to a full range of reproductive health services, as well as non-punitive drug treatment services.
Our work encompasses litigation, litigation support, and legal advocacy; local and national organizing; and public policy development, public education, and outreach. Two principles guide all Pregnancy Justice activities: (1) to build bridges and align agendas across diverse public health, social justice, and civil rights movements, and (2) to leverage and connect local organizing and activism with national advocacy and policy work.
Position Description:
The Operations Associate reports to the Deputy Executive Director, or their designee, and plays a key role in the operation of the organization. The Operations Associate is responsible for critical day-to-day administrative and office management of facilities, office security, database/technology support and training, and IT relations/management.
Additionally, this position provides comprehensive, high-level, and confidential administrative support to the Executive Team and Board as needed. The Operations Associate coordinates executive outreach and serves as a liaison between the Executive Director, Deputy Executive Director, and the Board, and oversees office-wide initiatives.
Executive Office Administrative Support:
- Provide comprehensive confidential senior-level clerical support to the Executive Office and Board as needed;
- Schedule Board and Committee meetings and assist with materials preparation;
- Perform other duties as assigned.
- Coordinates all daily office functions, including opening and closing of office; providing general reception support, managing incoming and outgoing mail; ordering office supplies; and assisting visitors;
- Oversee technology equipment and office supplies for hybrid office;
- Manage office utilities, including phone systems, printer, and mailing equipment;
- Oversee all facilities maintenance, including managing vendors, act as the point of contact for subtenants and staff, and ensure workplace safety;
- Partner with IT consultants to manage the technology needs of the organization, coordinate equipment for hybrid employees, and oversee digital security projects;
- Manage the Salesforce database for the organization, train new staff, and collaborate with stakeholders to improve the database;
- Research, implement, and maintain all software and user accounts for the organization;
- Other duties as assigned.
- Coordinate all staff meetings and events, including preparing agendas and taking minutes.
- Manage the ordering of meals and refreshments for meetings and events;
- Set up the equipment as needed for meetings.
- Following established guidelines, manage every aspect of travel arrangements for staff.
- Flexibility and willingness to adapt to the needs of the staff and organization as needed;
- Ability to work independently with limited supervision using standardized practices and/or methods, and to work across departments;
- Superior organizational and communication (written and verbal) skills; fluency in written and oral English;
- Attention to detail; ability to use discretion and appropriate safeguards with confidential and sensitive data;
- Collaborative work style; comfortable interacting with all levels in the organization;
- Exceptional problem-solving skills; ability to develop creative solutions alongside other stakeholders;
- Willingness to learn new computer applications as required;
- Requires a highly proactive approach, with the ability to plan and manage routine tasks and long-term projects with minimal supervision in a deadline-driven and fast-paced environment;
- Excellent relationship builder; able to communicate with firmness and warmth, and to demonstrate a high level of tact, discretion, humility, and diplomacy with all internal and external stakeholders;
- Proficiency with Mac OS, MS Office Suite, G-Suite, especially Google Sheets, and Salesforce or similar database;
- Experience working in non-profits or community organizations or demonstrated commitment to community service/public interest;
- Sense of humor and ability to work well under pressure, when needed;
- Desire to develop leadership and project management skills.
- Minimum of 5 years of administrative experience. Experience working at a non-profit or other mission-driven organization is preferred.
- High school diploma required, associate or bachelor’s degree preferred
- Proof of eligibility to work in the US.
Pregnancy Justice is an equal opportunity employer and we do not discriminate in hiring or employment on the basis of race, color, religion or belief, gender, pregnancy, national origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any characteristic protected by federal, state, or local law. Pregnancy Justice recognizes and values the benefits of a diverse workforce.
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