Operations Associate

Posted by
Published 24 days ago

To all prospective applicants please be aware that the Hetrick-Martin Institute (HMI), requires that all employees, volunteers, and onsite contractors provide proof of full COVID-19 vaccination.

About HMI

Hetrick-Martin Institute is a nonprofit organization that believes all young people, regardless of sexual orientation or identity, deserve a safe and supportive environment in which to achieve their full potential. Hetrick-Martin creates this environment for lesbian, gay, bisexual, transgender and questioning (LGBTQ) youth between the ages of 13 and 24 and their families.

Hetrick-Martin Institute values our employees. We offer a competitive benefits package, including Mental Health paid days off, medical, dental, vision and flexible spending accounts. We celebrate the successes of our team members.

Job Summary

The Operations Associate will support the organization of the Finance and Human Resources Department, including but not limited to, supporting intra-office communication protocols, front desk administration, Accounts Payable, streamlining administrative procedures and inventory control.

The ideal candidate is an energetic professional who will be wearing multiple hats. Candidate must enjoy the administrative challenges of supporting a dynamic and diverse workplace.

Duties And Responsibilities

Finance, Human Resources and Operations

  • Work in collaboration with the Finance, Human Resources and Operations departments to support with accounts payable, deposits and stipends.
  • Proper storage of files, as well as following all policies, procedures, and protocols to support these day-to-day functions or other Operations functions.
  • Support office management by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are maintained, supply order requisitions are reviewed and approved.
  • Use critical thinking skills and information gathered to suggest procedures and standards to guide the efficient operations of the office.

Administrative Support

  • Greet and welcome all guests to the office.
  • Maintain daily visitor log.
  • Direct visitors to appropriate person or office.
  • Answer, screen, and forward incoming phone calls to the appropriate person. Check company voicemail and direct accordingly.
  • Ensure that front desk/reception area remains clean and well organized.
  • Receive, sort, and distribute daily mail and deliveries.
  • Coordinate with HMI human resources department as needed to ensure HMI offices have required workplace notices, that HR forms are processed, and other requests are addressed.
  • 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.

Other Duties And Responsibilities

  • Perform other duties assigned.

Background And Position Requirements

  • Bachelor’s degree.
  • Strong written and communication skills required.
  • Maintain confidentiality and handle sensitive information with discretion.
  • Excellent organizational, time-management, follow-up, and administrative skills with attention to detail.
  • Proven office management, administrative or assistant experience.
  • Demonstrated knowledge of office management responsibilities, systems and procedures.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Attention to detail
  • Proven problem-solving abilities.
  • Strong organizational and planning skills.
  • Proficient in MS Office.
  • Knowledge of accounting, data and administrative management practices and procedures.
  • Self-starter with the ability to work independently, and as a part of a team, in a fast-paced deadline-driven environment.

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.



To all prospective applicants please be aware that the Hetrick-Martin Institute (HMI), requires that all employees, volunteers, and onsite contractors provide proof of full COVID-19 vaccination.

About HMI

Hetrick-Martin Institute is a…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    November 22, 2021
  • Education
    4-Year Degree Required
USD $45,000 - USD $50,000
/ year


Temporarily Remote
Work must be performed in or near New York, NY
Associated Location
2 Astor Place 3FL, New York, NY 10003, United States

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