Operations Administrative Associate

Description

Position: Part-Time Operations Administrative Associate 

Who we are: 

The Police Athletic League (PAL) of New York City is an independent youth development nonprofit organization and has been a vibrant and vital institution, serving as an effective, critical bridge between police and communities across all five boroughs of the City since 1914. PAL operates diverse programs for children as young as 2 years old to young adults. Programs include Head Start, after-school programs and summer day camps for elementary, middle and high school youth, and summer Playstreets. PAL also runs evening teen centers and college readiness programs, youth employment, and juvenile justice programs. Staying true to PAL’s roots, a cornerstone of our youth development strategy includes offering competitive and recreational sports for children of all ages.  At PAL, we’re devoted to empowering communities and building the best places to work, and that goes for our own teams too. 

Position Summary: 

The Operations Administrative Associate, reporting to the Director of Operations (DO), will possess a background in executive administrative work, business operations, with exceptional organizational skills. This position provides operational and administrative support for the Director of Operations and all teams under the direction of the Chief Operating officer which includes HR, IT, and Facility Operations. The successful candidate will be meticulous, service-oriented, and comfortable in managing and maintaining a wide range of operational management systems and procedures. The Operations Administrative Associate will be a vital member of the PAL’s Operations team, working with staff to fulfill key administrative functions (IT, Facilities, and HR) with the aim of advancing operational excellence by creating efficient processes and systems that meet the organization’s needs and objectives. 

What you’ll do:  

The Part-Time Operations Administrative Associate will provide support for key administrative processes and maintain critical administrative management and reporting systems. This dynamic role will provide exceptional administrative and operational support in three primary areas: 

Procurement and Expense tracking  

• Maintain and improve systems to track vouchering and processing of payments to vendors 

• Develop and document workflows for efficient processing of vouchers for operations 

• Collaborate with the finance team to ensure vendor payment is made promptly 

• Conduct periodic and ad-hoc vendor payment reconciliation with finance  

• Managing credit card payment reconciliations and coordinate payment with Finance 

• Manage critical organizational and site service contracts (e.g. utilities, internet, insurance, copiers) 

• Maintain relationships with vendors who support our service contracts   

Operations Support 

• Monitor PAL’s ticket system to report Facilities and other operational issues, prioritize and address tickets, escalating high priority items with solutions 

• Communicate and coordinate logistics and scheduling with administrative / office support vendors and program staff to get issues resolved 

• Liaise with vendors to communicate needs and obtain work scopes and quotes 

• Manage and coordinate up-to-date insurance documentation and disseminate information appropriately 

• Review incoming quotes and make recommendations to operations to management 

• Obtain and maintain administrative regulatory and compliance documentation for PAL’s facilities, liaising with government entities (ie- DMV, DOB, etc) to obtain up-to-date documentation 

• Support timely resolution of violations and processing of any fees and appropriately petition any violations 

• Support management and collaborate across departments to implement new organization-wide operational systems and processes 

• Manages and supports PAL’s organization-wide document retention and storage process including relationship with PAL’s offsite document storage and retrieval vendor. Laisses with all departments to ensure documents are stored and retained securely. 

• Supports the administrative components of finalizing contracts for PAL’s Space Rentals 

Other Administrative Support:  

• Provide on-site support at PAL facilities to oversee vendors during critical facility maintenance, administrative or other improvement projects. 

• Provide general administrative office support, including securing equipment for staff, trouble shooting, and/or replacing and procuring assets and maintenance of all office equipment, printers/copiers, mobile phones, laptops and computers. 

• Supports maintenance and updates of PAL’s policies, procedures, SOPs, training documents and ensures that PAL intranet is up-to-date, and documents are accessible to staff.  

• Processes and tracks the requests for proposals, contracts, purchases, and Credit card reconciliation.  

• Responsible for ordering, receiving, distributing, and delivering office supplies and equipment. 

• Ability to travel across NYC locations, Driver’s license preferred 

• Supports with reports, gathering data and conducting research. 

• Prepares presentations and documents for Operations Leadership for internal and external audiences. 

• Other administrative duties as assigned by Director of Operations. 

Qualifications

Who you are/What you bring:  

• Bachelor's degree in business administration, business management, IT, or a related field OR 

• A minimum of three years of experience in administrative or operational coordination, operations management, or budget management with a preference of experience within social service organizations.  

• Self-starter with strong organizational skills and attention to detail 

• Highly professional and team oriented with a passion for excellence and eagerness to help the department meet our goals. 

• Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervision 

• Have a working knowledge of spreadsheets, Microsoft Office suite building tracking systems and ability to run reports 

• Experience in customer service, vendor management, scheduling, purchasing, inventory management, facility management or building maintenance is a plus. 

• Ability to travel across NYC locations, Driver’s license preferred 

Compensation & Hours: $30.00-$33.00 Per Hour

 Weekly Hours: 25 Hours /Week, Mon- Friday during business hours

Location: 34 1/2 E 12th St, New York, NY 10003 ·