Operations Manager

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Friends of the Children New York is a chapter of a nationwide organization dedicated to breaking the cycle of generational poverty through salaried, professional mentoring. We select the highest-risk children from Harlem and the South Bronx and commit to working with those children from kindergarten until high school gradation. Our motto – 12 years, no matter what.

Basic Function / Position Objective:  

The Office Manager supports the day-to-day functions of our office.  The Office Manager is the first point of contact for people who call or visit, and is responsible for assisting the Executive Director and supporting the organization through a variety of administrative functions during regular business hours.  He or she excels at working as part of a small team, and effectively manages multiple projects and tasks, and keeps them on track.

Essential Functions and Responsibilities:

Ongoing organizational support:

  • Serving as the first point of contact for people visiting or calling the organization, and directing them to the appropriate person for assistance.
  • Maintaining an organizational calendar of events; managing executive schedules.
  • Taking notes during meetings to track action items.
  • Coordinating IT support with IT provider. 
  • Distributing mail and ordering office supplies.
  • Developing and maintaining office procedures.
  • Active participation in staff meetings and events, as required.
  • Monitors the general email inbox and directs email to the appropriate parties.
  • Other projects as assigned.

Supporting the Executive Director on projects like (but not limited to):

  • Preparing grant attachments, maintaining grant tracking, and facilitating communication between staff and the National finance group.
  • Completing and maintaining official registrations and contracts.
  • Preparing deposits, invoices, and accounts payable for the National finance group to process.
  • Maintaining organizational records and inventory of key documents.
  • Coordinating with Friends National for meetings, compliance, and information sharing.
  • Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.
  • Planning employee appreciation events.

Supporting the Development Team with projects like (but not limited to):

  • Donation processing and updating donor records.
  • Preparing mailings to donors.
  • Special event registration and logistics.
  • Attendance and support at special events.

Supporting the Program Team with projects like (but not limited to):

  • Staff event logistics, including scheduling, reservations, registrations, and catering.
  • Food and program supply purchases.
  • Assistance with surveys and data collection.
  • Assistance with reimbursement process.

Human Resources functions like (but not limited to):

  • Developing and implementing processes and procedures.
  • Developing and maintaining work plans.
  • Recruitment management and posting jobs.
  • Answering employee questions about benefits, organizational policies and procedures.
  • Ensuring that employee paperwork is completed and properly stored.
  • Performing all necessary background checks and maintaining confidential records.
  • Supervising new employee onboarding.
  • Researching and selecting employee benefits for Executive Director final approval.
  • Managing employee benefit enrollment and renewal processes.
  • Coordinating regular trainings for staff.
  • Promoting an accepting and transparent workplace.

Maintaining facilities:

  • Researching and selecting contractors as needed.
  • Communicating with the landlord about safety issues and space concerns.
  • Providing the Executive Director with final options for projects.
  • Communication with vendors, brokers, and contractors.
  • Coordinating and overseeing facility expansions or updates.

Required Experience, Skills, Education, and Knowledge:

  • A minimum of two years of administrative experience in a small office.
  • Proficiency in Microsoft Word, Excel, and Outlook; familiarity with databases and office functions.
  • Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
  • Excellent written communication skills and attention to detail and accuracy.
  • Highly organized and dependable; ability to work independently and maintain composure under pressure.
  • Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
  • Ability to maintain confidentiality, use good judgment, and follow procedures.
  • Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend), including our annual event (Saturday daytime/evening).

Preferred Experience, Skills, Education, and Knowledge:

  • Completion of two years of college or more strongly preferred.
  • Familiarity with nonprofit organizations.
  • Basic knowledge of fundraising and events.
  • Database experience, donor databases preferred.
  • Experience working with children and families.
  • Experience working in a fast-paced start-up small business
  • Bi-lingual English and Spanish is a plus.

Friends NY offers a comprehensive benefits package.

Friends of the Children NY is committed to our community, to equal employment opportunity, and to diversity in our workplace.  

To learn more about Friends of the Children NY go to: http://friendsnewyork.org/


Location: New York, NY
Apply for this Position
Apply at: https://friendsofthechildren-national.hiringthing.com/job/93199/operations-manager