JOB TITLE: Operations Associate
EMPLOYMENT TYPE: Full-Time
REPORTS TO: Senior Operations Manager
LOCATION: Long Island City,
The Arab-American Family
Support Center (AAFSC) is a non-profit, non-sectarian organization established
in 1994 to provide culturally and linguistically competent, trauma-informed
social services. Across our eight locations, we empower immigrants and refugees
with the tools they need to successfully acclimate to the world around them and
become active participants in the community. While we support anyone who walks
through our doors, over nearly 27 years, we have developed expertise in serving
the Arab, Middle Eastern, Muslim, and South Asian (AMEMSA) immigrant and
AAFSC works across four
priority areas—Promote, Get Ready, Prevent, and Communicate—to achieve our
ultimate goal of strengthening families. AAFSC promotes mental and physical
wellbeing, food security, healthy relationships, and family reunification. We
get our families ready to succeed, work, and lead productive lives. We prevent
domestic violence, child abuse, and neglect by counseling families, offering
case management services to victims of violence, and cultivating healthy
relationship skills in young people. Finally, AAFSC communicates the needs of
the marginalized, amplifying their voices for increased impact.
The Operations Associate will support the
successful organization and administration of office operations in coordination
with the Office Coordinator, including but not limited to, supporting intra-office
communication protocols, front desk administration, streamlining administrative
procedures and inventory control of two co-located Long Island City offices. The
ideal candidate is an energetic professional who will wearing multiple hats and
is experienced in handling a wide range of administrative and executive support
related tasks. This person must be able to work independently, maintain
organization, has flexibly and enjoys the administrative challenges of supporting
a dynamic and diverse workplace. A commitment to immigrant, refugee, and
low-income communities is essential for success in this role.
DUTIES AND RESPONSIBILITIES:
· Work in collaboration with the
Office Coordinator & Senior Operations Manager to support the co-located
Long Island City offices with supply maintenance and requisition, organization
& cleanliness of all private & shared office spaces, proper storage of
files & equipment, as well as following all policies, procedures, and
protocols to support these day-to-day functions or other Operations functions.
- Assist with set up and clean up before and
after events and meetings.
- Support the coordination of conference and
meeting room schedules.
· Support office management
by ensuring office operations and procedures are organized, correspondences are
controlled, filing systems are designed, supply requisitions are reviewed and
approved and that clerical functions are properly assigned and monitored.
· Ensure office
efficiency is maintained by carrying out planning and execution of equipment
procurement, layouts, and office systems.
· Assemble, move, and
replace office furniture as needed.
· Use critical thinking
skills and information gathered to suggest procedures and standards to guide
the efficient operations of the office.
· Maintain a safe and
secure working environment.
- Serve as
receptionist, greeting and welcoming all guests to the office.
- Maintain daily
- Direct visitors
to appropriate person or office.
screen, and forward incoming phone calls to the appropriate person. Check
company voicemail and direct accordingly.
- Help community members with information and
referrals to internal as well as external services as needed, including
assisting community members with finding information, preparing
information or paperwork, & submitting information electronically.
- Obtain permits for community events outside
of AAFSC sites as needed.
- Ensure that
front desk/reception area remains clean and well organized.
meeting agendas and capture & disseminate meeting notes.
- Receive, sort,
and distribute daily mail and deliveries.
- Coordinate with AAFSC human
resources department as needed to ensure AAFSC offices have required
workplace notices, that HR forms are processed, and other requests are
Support Human Resources function in a back-up capacity by preparing
documents as directed, supporting with phone screens, following up with
candidates, and coordinating across teams and programs.
- Provide back-up support for
programmatic operations as needed including incentive and travel supports
ordering, distribution, and management.
Analyze and monitor internal
Prepare reports and schedules
to ensure efficiency.
Implement procedural and
policy changes to improve operational efficiency.
Ensure that results are
measured against standards, while making necessary changes along the way.
Perform review and analysis of
special projects and keep the management properly informed.
Determine current trends and
provide a review to management to act on.
Recommend physical infrastructure updates as the organization scales to
maximize and strengthen the internal capacity of our high-impact organization.
Ensure the smooth and adequate flow of information within the
organization to facilitate other business operations by:
Following up periodically on data integrity and the effectiveness and
efficiency of chosen information management, financial management, and human
Ensure that organizational, financial, personnel, and business
administration data is available, accurate, complete and secure.
Support adherence across the organization to all operations standards
Every AAFSC team member serves as an ambassador of the organization and
champion of AAFSC’s mission, vision and values. This includes the following:
relationships on behalf of and in support of the organization in partnership
with Senior Leadership and the Resource Development team. This includes being
sensitive to and aware of others, providing every client, partner and
participant with high-quality service, professional communication, and follow
through, and always keeping Senior Leadership and the Resource Development team
aware of any opportunities, challenges, or updates.
All team members
are expected to support the Resource Development team with any requests in a
timely manner, including, but not limited to: grant applications, reports,
attendance at meetings, hearings, or other events, and sharing of AAFSC social
media, flyers, and other externally-facing communications.
Always act with
integrity, positivity, dedication, and professionalism within the office and
externally. This includes, but is not limited to, email communication, verbal
communication, communication with colleagues and peers, communication with
clients, or communication with external partners or agencies.
Other duties and
AAFSC meetings and internal and external trainings.
Remain updated on
technical and professional knowledge by attending educational workshops,
joining professional associations, building networks with fellow professionals,
and reviewing of industry publications.
duties assigned by Supervisor, COO and President & CEO.
Strong writing and communication
Must be able to
travel between AAFSC locations across New York City as needed.
Must be able to
work occasional weekends and evenings for special events or operations needs.
Maintain confidentiality and handle sensitive information with
organizational, time-management, follow-up, and administrative skills with
attention to detail.
skills in English as well as Arabic, Bangla/Bengali, Urdu, and/or Hindi
Proven office management,
administrative or assistant experience.
knowledge of office management responsibilities, systems and procedures.
management skills and ability to multi-task and prioritize work.
Attention to detail
and problem-solving skills.
and verbal communication skills.
organizational and planning skills.
Proficient in MS
accounting, data and administrative management practices and procedures.
clerical practices and procedures.
business and management principles.
Computer skills and
knowledge of office software packages.
Must be able to
lift or carry items weighing on average 35 pounds on a regular basis.
the ability to work independently, and as a part of a team, in a fast-paced
We are an equal opportunity employer that values diversity at all
levels. All individuals, regardless of personal characteristics, are encouraged
Arab American Family Support Center is an EEO employer - M/F/Vets/Disabled