Operations Assistant, OPR

About the Organization:

UJA-Federation of New York is the largest local philanthropy in the world. For more than 100 years, we’ve brought New Yorkers together to solve some of the most pressing problems facing our community. Thanks to our network of hundreds of non-profits, we can leverage our expertise across any number of areas — including health and human services, arts and culture, and education — to care for Jews everywhere and New Yorkers of all backgrounds, respond to crises close to home and far away, and shape our Jewish future. Our reach extends from New York to Israel to nearly 70 other countries around the world, touching 4.5 million people each year.

Position Summary

The Operations Assistant supports the Operations, Production and Reporting (OPR) team by providing administrative and operational assistance across donor services, gift processing, and fundraising systems. This role is responsible for ensuring accurate and timely processing of donations, maintaining donor account data, and supporting internal systems and workflows. The position offers valuable exposure to nonprofit fundraising operations and data management, with opportunities to contribute to process improvements and system enhancements.

Key Responsibilities

• Provide day-to-day administrative support to the OPR team, including scheduling meetings and preparing meeting minutes
• Produce and review tribute cards and donor acknowledgments to ensure accuracy and timeliness
• Manage shared OPR Outlook mailboxes, including monitoring, responding, and routing inquiries
• Process and reconcile payments received through UJA’s online giving platforms
• Prepare and deposit checks using the Chase Virtual Remit system
• Generate and submit invoices for vendor payments in a timely manner
• Support fundraising and cross-functional teams with donor account inquiries and updates
• Assist with donor data entry, updates, and quality control within fundraising system
• Prepare and compile documentation for internal and external audits
• Process and document donor-directed gifts for submission to the Accounting team
• Manage incoming, outgoing, and returned mail, ensuring proper tracking and handling
• Provide backup support across OPR functions during peak periods and staff absences
• Assist with special projects and departmental initiatives as assigned

Qualifications & Competencies

• Bachelor’s degree required
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Familiarity with Salesforce or similar CRM systems is a plus

Core Competencies:

• Attention to Detail: Ensures accuracy in data entry, gift processing, and documentation
• Organization & Time Management: Effectively prioritizes tasks and meets deadlines in a fast-paced environment
• Communication Skills: Demonstrates clear, professional communication with internal stakeholders and external vendors
• Collaboration: Works effectively within a team and across departments
• Accountability: Takes ownership of responsibilities and consistently delivers high-quality work
• Problem-Solving: Identifies issues and proactively seeks solutions or guidance
• Adaptability & Learning: Demonstrates a willingness to learn new systems, processes, and skills

Salary Information:

The salary for this role is $50,000.

Reporting Line:

This role reports to the Assistant Director, OPR and is a hybrid position, with a set three days/week in office.

Great Perks. Because We Appreciate Great Employees.

TIME OFF

We offer a generous number of vacation days and have the Jewish holidays off as well. Fridays our offices close early (October to March at 3:00 pm and April to September at 4:00 pm). All so you can relax and recharge.

HYBRID MODEL

We’re operating on a hybrid work model: three set days in the office and two days remote. So enjoy the best of both worlds — the comforts of home and the energy of the office.

HEALTH CARE

UJA provides a top-tier medical and dental plan, along with a flexible spending account. We also offer life insurance. And for a small cost you can take part in on-site yoga and exercise classes at our Manhattan office. Wellness matters to us.

PLANNING FOR RETIREMENT

UJA employees can enroll in a pension plan and tax deferred annuity.

CAREER DEVELOPMENT

Classes, workshops, and compelling speakers will keep you at the top of your game.

COMMUNITY

We come together as a staff to commemorate holidays (from Rosh Hashanah to MLK Day), volunteer at nonprofits, and celebrate our accomplishments together. (Our chocolate chip cookies are legendary!)