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Operations and Administration Manager

3 months ago

New York, United States Center for Community Alternatives Full time
Job DescriptionJob Description

About the Organization

Center for Community Alternatives (CCA) supports and builds power with people across New York State who have been affected by mass incarceration, criminalization and community disinvestment. Through a statewide network of direct services, advocacy, and organizing, and by supporting the leadership of directly impacted people, we advance civil and human rights for all New Yorkers. CCA works to build a world where everyone has what they need to thrive.

Why Join the Team?

At CCA, we are committed to fair transparent pay, and we strive to provide competitive market-informed compensation. The successful candidate's salary is determined by the combination of knowledge, skills, competencies, experience, and geography. Our goal is to continue to make CCA one of the most desirable nonprofit places at which to work, and in part, recognize the importance of work-life balance.

Position Summary:

CCA’s Youth Services Department is seeking a qualified administrative professional to oversee the facility operations and administration of CCA’s Seeds to Roots Youth Action Center located in Brownsville, Brooklyn. This position is fully in person at the center Monday through Friday 10 – 6 pm.

Direct Supervisor: Senior Director of Community Programs

Responsibilities:

  • Manage front desk operations including working shifts at the front desk and maintaining a schedule of intern and staff coverage; train staff and interns on front desk roles including answering phones, checking in participants
  • Develop and oversee all safety procedures at the youth center including leading fire and other safety drills; ensuring staff are up to date on protocols; performing hourly facility safety checks including restrooms, hallways, and outdoors; and staying in contact with HR to update protocols as necessary; ensuring all fire alarms and safety equipment are checked regularly
  • Develop and update the Youth Center Operations Manual to reflect current center protocols and share updates with staff during regular staff meetings; provide training as necessary to ensure staff will adhere to all operational protocols
  • Oversee the operation and upkeep of all equipment at the youth center including printers, A/V equipment, phones, and computers; provide staff with support in collaboration with CCA’s admin/tech staff and IT consulting service and ensure staff are familiar with how to operate equipment
  • Manages the Youth Center Calendar and ensures it reflects all programming, room reservations and equipment needs to ensure the smooth operations of all programs
  • Oversee all building maintenance issues including spearheading all communication with building maintenance; supervise Facility Maintenance staff and ensure facilities are always clean and in good working order.
  • Ensure the space is welcoming, clean, and well-organized at all times. In collaboration with managers, staff, and youth, maintain cleanliness and organization of all program spaces, common areas, and offices and ensure all front desk interns and staff welcome youth, parents, and community members into the space.
  • Maintain an updated inventory list; complete inventory with support from Facility Maintenance Specialists and front desk interns consistently; ensure the youth center is always fully stocked with necessary supplies.
  • Complete POs and coordinate ordering of all needed equipment and supplies; support staff by filling out POs and getting requisite signatures depending upon the PO level
  • Order meals and snacks for participants attending programming and order catering in advance of special events
  • Support youth stipend payment process to ensure timely and accurate payment to youth
  • Assist with data tracking and database training. In collaboration with CCA’s Program Quality Improvement team, train staff on QuickBase and support staff with data entry; provide regular reports to managers on staff QuickBase data
  • Support with administrative tasks as required by programs and special projects with partner organizations including managing backup documentation, tracking milestones, maintaining communication with partners and subcontractors, and submitting required paperwork and reports.
  • Tracks all data related to the youth center including daily/weekly attendance as well as special event attendance and contact information for all individuals who visit the space
  • Assist with reviewing and tracking program reports to ensure compliance with funder requirements and track reporting to ensure timely submission across departments
  • Complete regular quality assurance reviews of participant charts and provide completed audit checklists to program supervisors on a consistent schedule; support with the development of audit checklists for each program and update them as new programs are onboarded
  • Draft monthly reports on youth center operations to share with program leadership with attendance data, accomplishments, and any recommendations for improvement of administrative and operational functions
  • Support the development of a monthly Youth Center Newsletter, flyers, youth-led social media, and other communication projects to enhance internal and external communication of youth center opportunities, especially within the Brownsville community
  • Support with program delivery and special events including set up, assisting with facilitation, break down, and addressing logistical issues as they arise
  • Complete additional tasks as necessary to ensure the efficient functioning of all Youth Service programs.

Qualifications:

  • Bachelor’s degree in nonprofit administration, business, youth development, social work, or other related degree preferred
  • Minimum of 3 years experience in facility management, operations and administration required
  • Experience working directly with youth in an educational or after-school setting is strongly preferred
  • Experience with data collection, reporting, contract management, and program quality assurance processes is a plus
  • Communications and graphic design skills a plus
  • Systems thinker with excellent organizational skills and attention to detail required
  • Strong interpersonal and team-building skills required

ALL APPLICANTS MUST SUBMIT COVER LETTER WITH RESUME.

  • 12 paid holidays per year
  • 20 days of earned time off (ETO) for full-time staff, with the ability to use after 90 days of employment.
  • Time off is earned starting on your first day.
  • 7 days of paid sick time
  • 100% paid family leave
  • 3% retirement contribution regardless of employee contribution, applicable to salary after the 1st 6 months of employment

CCA Website: HERE