Operations Coordinator

2 weeks ago

New York, New York, United States Counseling in Schools Full time
About Counseling in Schools

Counseling in Schools is a dynamic community-based organization dedicated to promoting the emotional and social growth of children. Our mission is to equip children, families, teachers, and administrators with the tools they need to thrive academically, socially, and emotionally.

Job Summary

We are seeking a highly organized and detail-oriented Operations Assistant to join our team. The ideal candidate will have experience in providing administrative support to executive-level staff and possess strong written and verbal communication skills.

Key Responsibilities
  • Assist with the management of daily operations, including coordinating with various departments to ensure smooth operations.
  • Exhibit proactive communication and manage communications and correspondence between different departments and external parties.
  • Meet/exceed the COO's expectations by understanding, anticipating, and meeting varied administrative needs.
  • Create and maintain comprehensive databases, reports, and spreadsheets on organizational metrics, financials, and other related information.
  • Assist COO with the development and implementation of operational procedures and policies to increase organizational efficiency and accuracy.
  • Monitor and analyze departmental performance metrics and develop strategies to improve operations.
  • Prepare operational reports and documents.
  • Identify areas where improvements can be made in the organization, and contribute to innovation in operational processes.
  • Represent COO with a high level of professionalism to outside constituents and internal departmental staff.
  • Keep COO abreast of items that arise during the day, while executing good judgment regarding level of urgency.
  • Manage and maintain COO calendar to ensure no conflicts or issues arise.
  • Prioritize and take action with minimal direction and good judgment.
  • Assist with the management of vendor relationships, including negotiating contracts and managing service delivery scheduling.
  • Develop and manage operational budget.
  • Accurately process expense reports on a weekly basis for COO.
  • Prepare in advance for meetings, including document preparation and distribution, audio visual needs if required, establish GoogleMeets/Zoom links, and ensure attendees are accounted for.
  • Perform accurately and within established deadlines general administrative duties.
  • Answer and return all phone calls and emails in a professional and timely manner.
  • Provide backup administrative support to other executives and/or their assistants as needed.
  • Assist with other duties as directed by COO.
Requirements
  • Bachelor's degree in operations management or in a related field.
  • Two or more years of experience in providing operations or administrative support to executive-level staff.
  • Strong verbal and written English communication skills.
  • Ability to take initiative to learn and have the ability to work independently.
  • Highly organized, solution-focused, and self-motivated.
  • Detail-oriented.
  • Organized with proven ability to successfully multitask.
  • Collaborative mindset and strong interpersonal skills.
  • Ability to remain positive in high-pressure situations.
  • Demonstrates critical thinking, communication, and relationship-building skills.
  • Exhibits a flexible, creative, and resourceful approach.
  • Independent problem solver.
  • Proficient in MS Suite, G Suite, Canva, and knowledge of modern program system platforms.
  • Understanding of the complexities surrounding collaboration in an NYC community-based organization (CBO) is a plus.
Benefits
  • Paid Time Off (PTO): 30 plus days of PTO plus paid holidays.
  • Health Care Coverage: We understand the importance of your health and well-being. As part of our commitment, we provide a fully company-sponsored plan as well as other options for comprehensive healthcare coverage that includes medical, dental, and vision benefits.
  • Transit Check Program: To make your daily commute more convenient and cost-effective, we provide a transit check program that allows you to cover transportation expenses using pre-tax dollars.
  • 401(k) Plan: Planning for your future is essential. Our 401(k) plan enables you to save for retirement while benefiting from company contributions.
  • Life Insurance: Your peace of mind is paramount. We offer life insurance coverage to provide financial support for your loved ones in the event of unforeseen circumstances.

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