Details: Commensurate with experience
475 Riverside Drive
About College & Community Fellowship
College & Community Fellowship (CCF) is a non-profit organization whose mission is to enable women with criminal convictions to earn their college degrees so that they, their families, and their communities can thrive. We advocate for equity and opportunity for the communities we serve.
The Operations Assistant provides administrative and operational support for CCF’s finance, human resources, and facilities management functions to promote organizational efficiency and effectiveness in support of mission. Collaborates with the Deputy Executive Director and outsourced finance, payroll, and information technology consultants as well as other vendors to maintain highly effective business practices that comply with relevant laws and regulations, internal policies, and ethical standards. Assists with logistics for key meetings, including but not limited to quarterly meetings of the board of directors. Coordinates staff travel plans. Approaches the role from a customer service perspective, emphasizing support and reducing bureaucratic obstacles for staff and for the mission of CCF.
Duties and Responsibilities:
- Tracks receipt of invoices, ensures proper account coding, and uploads into Bill.com in accordance with fiscal procedures and chart of accounts.
- Establishes and maintains vendor files, including W-9 information, agreements, and invoices.
- Follows up with vendors and consultants on late or missing invoices and researches and identifies corrective actions for unclear charges/problem invoices.
- Assists the Executive Director and the Deputy Executive Director with monthly expense report filing and provides basic help desk support to staff using Expensify.com.
- Maintains bank statement and investment statement records, including electronic forwarding to outsourced accounting staff.
- Assists accounting staff and Deputy Executive Director in compliling back up documents for use in annual audit.
- Processes time-sensitive check requests in collaboration with accounting staff and expedites on-site check printing.
- Records payments received in daily receipt log in accordance with fiscal procedures, chart of accounts, and funders list.
- Makes deposits into organization’s bank account.
- Human Resources
- Provides recruitment support by posting job openings, scheduling interviews, following up post-interview, and assisting with reference checks.
- Assists with onboarding of new staff, including collection and upload of new hire documents and orientation to online system for timekeeping and benefits management.
- Maintains employee personnel files to ensure legal compliance, accuracy, and confidentiality.
- Receives biweekly payroll from ADP and disburses paper pay checks/pay stubs to employees.
- Assists with any human-resources-related audit requests.
- Facilities Management and Administrative Support
- Liases with building management staff around HVAC, maintenance, housekeeping, and telecommunications.
- Acts as primary staff resource for copiers/printer troubleshooting and problem resolution.
- Assists in managing relationship with IT consulting group, as it relates to new hire set up, staff terminations, system-wide problems, hardware/software purchasing, network management, and equipment deployment.
- Orders office and kitchen supplies and maintains inventory.
- Provides coverage to staff responsible for answering main telephone line and greeting office visitors. Opens and distributes mail received and oversees postage meter and express mail accounts.
- With all employees, maintains the order, cleanliness, and professional appearance of office space.
- Supports logistics for meetings of the board of directors, including scheduling, setting up conference call options, collating and distributing materials, arranging catering, and recording meeting minutes.
- Helps coordinate out-of-town travel arrangements for the Executive Director and other staff attending conferences or other business meetings.
- Supports development and executive staff in organizing fundraising events and special convenings.
- Assists with planning and delivering employee and student events.
- Updates job knowledge by participating in staff development opportunities.
- Assists with other tasks and special projects as assigned by Deputy Executive Director or Executive Director.
- Must be fluent in English with the ability to communicate clearly and professionally in writing and when
- speaking with a variety of audiences. Bilingual in Spanish a plus.
- At least 2-3 years of relevant office-based administrative or operational work experience (e.g. nonprofit operations, human resources, bookkeeping, or executive support).
- Flexible and successful in a work environment where multitasking is the norm and priorities evolve.
- Critical thinker able to identify problems/opportunities for improvement, propose achievable solutions, and recognize when to seek help.
- Demonstrated capacity both to work independently and to collaborate within teams.
- Strong customer service mindset with ability to forge and maintain trusting and productive working relationships with a wide-variety of internal and external partners.
- Superior attention to details while maintaining an understanding of how they support larger goals.
- Experience using discretion and confidentiality when handling and communicating about sensitive or audience-limited topics, such as personnel matters and organizational finances.
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and adept at learning and using online payroll, human resources, and financial applications (ADP MyTotalSource, Bill.com, Expensify.com, QuickBooksOnline).
- Experience in planning travel or handling meeting logistics a strong plus.
- Commitment to organization’s mission and strategies.
Minimum Education Required: Bachelor’s degree preferred; associate’s degree required.
CCF is an EEOC employer. Persons affected by the criminal justice system are encouraged to apply.
Benefits include medical, dental, vision, and 401(k) eligibility after one year of employment. Benefits package is competitive and adds approximately 29% value to the total compensation.
Level of Language Proficiency
Fluent in English.
Minimum Education Required