Operations Associate

Operations Associate

The Operations Associate works within the Operations Team to create a sustainable organizational infrastructure, and to ensure that all staff have the resources, tools and support to effectively carry out their day to day work. In close collaboration with the other members of the Operations team and Finance & Administration division, the Operations Associate will:

Perform day to day administrative duties in support of the Operations team and organization.

Support the onsite management of NDWA's national office located in NYC.

Support the creation and streamlining of organizational tools and resources for the team and organization.

Office Support:

• Work from the NY office, 3-4 days/week.
• Greet visitors and notify staff of their arrival.
• Maintain office security systems and key card access.
• Maintain the orderliness of communal spaces including reception area, conference rooms, kitchen and break room.
• Maintain the NY office conference room booking schedules including coordinating lactation room accommodations.
• Provide logistical and tech support for meetings happening in the NY office and area.
• In conjunction with the Operations Manager, coordinate in executing NY office communications and in-person social gatherings.
• Support in the replenishment of NY office inventories, including of office, kitchen and cleaning supplies, track usage in order to anticipate current and future needs.
• Organize NY office supply closets so that items are easily accessible to staff.
• Oversee the delivery of checks, mail and shipments to/from the NY office.
• Create mailing labels and facilitate shipments to/from staff, members, vendors and affiliates.

Purchasing + Procurement/ Inventory Management:

• Purchase equipment, furniture and supplies for new and existing staff.
• Ensure accurate database recording of remote office and office equipment, and supplies.
• Manage the inventory of equipment, furniture and supplies for remote workspaces by purchasing equipment and supplies for all staff and ensuring accurate database reporting.
• Create efficient systems for managing the purchasing cycle from request to delivery to inventory management to payment.

Information Management:

• With guidance from Operations Director, manage and keep organized the team's Shared Drive file infrastructure and secure storage platforms.
• Coordinate the ongoing record keeping and, information management of the Operations team including maintaining resources, guides and tools.
• Update how-to guides and tools so staff and teams can easily use any current or new tools and platforms.

Administrative Support:

• Answer and respond to inquiries on NDWA's main phone line.
• Support the Operations team with the submission of monthly expense reports including collecting receipts and coding.
• Other administrative projects as needed.

NDWA Responsibilities:

• Participate in team, supervisory and staff meetings and retreats.
• Complete work plans and reports in a timely manner.

Qualifications:

• 1+ years of administrative, operations or comparable experience.
• Ability to orchestrate the movement of office shipment and packages up to 25 lbs.
• Expertise, skill, interest and commitment in doing administrative work, including office operations, communication and information systems, database, and event support.
• Detail oriented, with excellent time and project management skills including the ability to juggle multiple priorities and timelines.
• Skilled proficiency with technology and computer operations and programs, specifically Zoom, Macbooks, Google Suite (Google Calendar, Docs, and Sheets, and Forms) and online cloud storage systems.
• Excellent communication skills including the ability to communicate complex information to a wide audience.
• Demonstrated initiative and follow through on assignments.
• Excellent organizational, analytical, and problem-solving skills.
• Self motivated with a proven ability to work both independently and with a team in a fast-paced, demanding, and rapidly growing organization.
• Ability to work well with diverse groups and populations.
• Agreement and alignment with NDWA's vision and values, including a commitment to economic, race and gender justice.
• Understanding of issues facing low-wage workers, immigrant communities, and other communities of color.
• Bilingual English/Spanish speaker and writer preferred.

How to Apply: Please apply directly to the job posting and send a resume, cover letter, and a short writing sample. Applications will only be accepted electronically, and solicitations to individual staff are unlikely to be responded to.

NDWA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. NDWA is a union employer; this position is a bargaining unit position. NDWA participates in the E-Verify program and is an Equal Opportunity Employer.