Operations Associate

JOB TITLE: Operations Associate

EMPLOYMENT TYPE: Full-Time

REPORTS TO: Senior Operations Manager

LOCATION: Long Island City, NY

To all prospective applicants please be aware, effective Friday, September 10, 2021, The Arab-American Family Support Center (AAFSC) will require that all employees, volunteers, and onsite contractors provide proof of full COVID-19 vaccination.

ABOUT AAFSC:
The Arab-American Family Support Center (AAFSC) is a non-profit, non-sectarian organization established in 1994 to provide culturally and linguistically competent, trauma-informed social services. Across our eight locations, we empower immigrants and refugees with the tools they need to successfully acclimate to the world around them and become active participants in the community. While we support anyone who walks through our doors, over nearly 27 years, we have developed expertise in serving the Arab, Middle Eastern, Muslim, and South Asian (AMEMSA) immigrant and refugee communities.

AAFSC works across four priority areas—Promote, Get Ready, Prevent, and Communicate—to achieve our ultimate goal of strengthening families. AAFSC promotes mental and physical wellbeing, food security, healthy relationships, and family reunification. We get our families ready to succeed, work, and lead productive lives. We prevent domestic violence, child abuse, and neglect by counseling families, offering case management services to victims of violence, and cultivating healthy relationship skills in young people. Finally, AAFSC communicates the needs of the marginalized, amplifying their voices for increased impact.

JOB SUMMARY:
The Operations Associate will support the successful organization and administration of office operations in coordination with the Office Coordinator, including but not limited to, supporting intra-office communication protocols, front desk administration, streamlining administrative procedures and inventory control of two co-located Long Island City offices. The ideal candidate is an energetic professional who will wearing multiple hats and is experienced in handling a wide range of administrative and executive support related tasks. This person must be able to work independently, maintain organization, has flexibly and enjoys the administrative challenges of supporting a dynamic and diverse workplace. A commitment to immigrant, refugee, and low-income communities is essential for success in this role.

DUTIES AND RESPONSIBILITIES:
Cross-Functional Operations

• Work in collaboration with the Office Coordinator & Senior Operations Manager to support the co-located Long Island City offices with supply maintenance and requisition, organization & cleanliness of all private & shared office spaces, proper storage of files & equipment, as well as following all policies, procedures, and protocols to support these day-to-day functions or other Operations functions.

Assist with set up and clean up before and after events and meetings.

Support the coordination of conference and meeting room schedules.

• Support office management by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
• Assemble, move, and replace office furniture as needed.
• Use critical thinking skills and information gathered to suggest procedures and standards to guide the efficient operations of the office.
• Maintain a safe and secure working environment.

Administrative Support

Serve as receptionist, greeting and welcoming all guests to the office.

Maintain daily visitor log.

Direct visitors to appropriate person or office.

Answer, screen, and forward incoming phone calls to the appropriate person. Check company voicemail and direct accordingly.

Help community members with information and referrals to internal as well as external services as needed, including assisting community members with finding information, preparing information or paperwork, & submitting information electronically.

Obtain permits for community events outside of AAFSC sites as needed.

Ensure that front desk/reception area remains clean and well organized.

Organize meeting agendas and capture & disseminate meeting notes.

Receive, sort, and distribute daily mail and deliveries.

Coordinate with AAFSC human resources department as needed to ensure AAFSC offices have required workplace notices, that HR forms are processed, and other requests are addressed.

• Support Human Resources function in a back-up capacity by preparing documents as directed, supporting with phone screens, following up with candidates, and coordinating across teams and programs.

Provide back-up support for programmatic operations as needed including incentive and travel supports ordering, distribution, and management.

Business Improvement

• Analyze and monitor internal processes.
• Prepare reports and schedules to ensure efficiency.
• Implement procedural and policy changes to improve operational efficiency.
• Ensure that results are measured against standards, while making necessary changes along the way.
• Perform review and analysis of special projects and keep the management properly informed.
• Determine current trends and provide a review to management to act on.
• Recommend physical infrastructure updates as the organization scales to maximize and strengthen the internal capacity of our high-impact organization.
• Ensure the smooth and adequate flow of information within the organization to facilitate other business operations by:
• Following up periodically on data integrity and the effectiveness and efficiency of chosen information management, financial management, and human resource systems
• Ensure that organizational, financial, personnel, and business administration data is available, accurate, complete and secure.
• Support adherence across the organization to all operations standards developed.

Ambassador & Champion

• Every AAFSC team member serves as an ambassador of the organization and champion of AAFSC’s mission, vision and values. This includes the following:

o Cultivate relationships on behalf of and in support of the organization in partnership with Senior Leadership and the Resource Development team. This includes being sensitive to and aware of others, providing every client, partner and participant with high-quality service, professional communication, and follow through, and always keeping Senior Leadership and the Resource Development team aware of any opportunities, challenges, or updates.

o All team members are expected to support the Resource Development team with any requests in a timely manner, including, but not limited to: grant applications, reports, attendance at meetings, hearings, or other events, and sharing of AAFSC social media, flyers, and other externally-facing communications.

o Always act with integrity, positivity, dedication, and professionalism within the office and externally. This includes, but is not limited to, email communication, verbal communication, communication with colleagues and peers, communication with clients, or communication with external partners or agencies.

Other duties and responsibilities

• Participate in AAFSC meetings and internal and external trainings.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.
• Perform other duties assigned by Supervisor, COO and President & CEO.

BACKGROUND AND POSITION REQUIREMENTS

• Bachelor’s degree.
• Strong writing and communication skills required.
• Must be able to travel between AAFSC locations across New York City as needed.
• Must be able to work occasional weekends and evenings for special events or operations needs.
• Maintain confidentiality and handle sensitive information with discretion.
• Excellent organizational, time-management, follow-up, and administrative skills with attention to detail.
• Bilingual language skills in English as well as Arabic, Bangla/Bengali, Urdu, and/or Hindi strongly preferred.
• Proven office management, administrative or assistant experience.
• Demonstrated knowledge of office management responsibilities, systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Proficient in MS Office.
• Knowledge of accounting, data and administrative management practices and procedures.
• Knowledge of clerical practices and procedures.
• Knowledge of business and management principles.
• Computer skills and knowledge of office software packages.
• Must be able to lift or carry items weighing on average 35 pounds on a regular basis.
• Self-starter with the ability to work independently, and as a part of a team, in a fast-paced deadline-driven environment.

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.