Office and Operations Administrator

Shalom Task Force is seeing a energetic, highly organized, detail-oriented individual to join our team as our newOffice and Operations Administrator. This position plays a critical role within Shalom Task Force enabling the agency to run efficiently and effectively to allow program staff to deliver critical services to the community. This position includes a development component to support the growing needs of the agency and will inform future organization fundraising, communications, and programming strategies.

This is a full-time position that will be onsite in NYC Midtown office M-Th and remote on Fridays

ESSENTIAL DUTIES & RESPONSIBILITIES:

The Office Administrator is responsible for the overall day-to-day operationsof the agency’s administrative office.

Liaison with Executive Director & other staff members to ensure administrative needs are being met.

Office management of STF (Shalom Task Force) three office sites including:

Answering telephones and general email communications

Handle incoming mail and processing checks, donations and invoices

Maintain organizational calendar and agency timesheets

Provide support in setting up meetings, both in and outside of the office

Responsible for supplies, office equipment (computers, printers, scanner) and inventory list for all office spaces and updating equipment inventory document

Acting as point person for technology (computers, phones) in conjunction with the IT consultant and become familiar with phone systems and online management systems.

Working with fiscal staff to ensure timely submission of weekly invoices and financial reports

Maintain filing system of both electronic and paper files including insurance and other documents.

Onboarding of new staff to include processing HR materials, setting up email/phone, business cards

Prepare and manage correspondence, reports and documents, this includes:

Assist with submission of grant reports and vouchers

Sending out thank you notes to donors in a timely way

Set up and prepare reports, letters, and other textual material.

Organize agency’s insurance information and coverage, in consultation with ED

Maintaining donor databases. Update, organize, merge and manipulate databases, including but not limited to Salesforce, to meet the needs of the agency

Coordinate the flow of information both internally and externally, including staff, board and advocates, volunteers- this includes maintaining updated contact information, sending out updates and reminders, etc.

Proactively identify opportunities to increase the efficiency of current operating procedures through collaboration and feedback across teams

Assist with execution of Development related events as needed (some nights or weekends may be required)

Other duties, as assigned by the Executive Director

WHO YOU ARE:

Experienced:You have 1-2 years of development, operations, data entry, or related work experience

Tech Savvy: You have experience and proficiency with Salesforce and Microsoft Office Suite (i.e., Word, Power Point, Excel, Outlook Calendar), strongly preferred

Systems Oriented:You are comfortable executing repetitive processes with strong attention to detail and accuracy. You have an appetite to learn and improve systems and processes to run more efficiently.

Organized and Efficient:You know how to handle multiple projects simultaneously and meet established deadlines.

Highly Collaborative:You are comfortable working across teams and with colleagues from different departments to support the organization’s mission and programs.

Physical Demands:

Position is full time and onsite at the main office, subject to exceptional circumstances, and then subject to remote work agreement.

May require travel to satellite offices, as needed.

Salary Range- $50,000-$65,000, commensurate to experience

Benefits:STF has a benefits package that includes Health, Vision, Dental and Pet Insurance, Paid Vacation and Sick Leave,Pre-tax Transit Benefit, Paid Holidays, Parental Leave and more. In addition to regular vacation time, our office is closed for most federal and Jewish holidays.

To apply, please send your resume and cover letter to jobs@shalomtaskforce.org