Operations Assistant

Position Description

Compensation

Hourly

FLSA Status

Non-Exempt

Employment Type

PT

Schedule

29 hours max per week

Reports To

Executive Director

Location

GSV Office--Astoria, NY

Salary Range/Paid

Hourly ($30-$40)

Organizational Summary

Good Shepherd Volunteers (GSV) is a service volunteer organization headquartered in Queens, NY. GSV connects the passions, interests and skills of young adults to serve women, children and families affected by violence, poverty, and neglect in various sites throughout the USA and internationally. GSV was founded by and continues to be sponsored by the Sisters of the Good Shepherd evoking a spirit of openness, inclusiveness and acceptance. GSVs are diverse--just like the individuals and families they serve— including those from working class contexts, LGBTQ+ demographics and multiethnic backgrounds. To address injustices, oppression and alienation, GSV carries out its work guided by these four core tenets: social justice, simplicity, spirituality, and community.

JOB SUMMARY

The Operations Assistant serves as an operational mainstay of Good Shepherd Volunteers (GSV), providing integrated administrative, logistical, digital systems, and communications support that strengthens organizational effectiveness.

The Operations Assistant serves as the primary office administrator for GSV's Astoria office, contributing to the effective management of office operations such as digital and information management. The position acts as a point of contact for staff, volunteers, donors, and partners while maintaining a welcoming, professional, and secure office environment.

Working collaboratively with the Executive Director, Finance & Operations Manager, and Program Manager, this position improves the coordination of daily operations, organizational systems, volunteer logistics, financial procedures, and communications through excellent administrative stewardship and service.

Primary Responsibilities

Administrative, logistical & Organizational Support

Strengthens coordination, accountability, and responsiveness across GSV:

Responsibilities include:

1. 1. Coordinate organizational calendars, meetings, travel arrangements, and scheduling support.
   2. Maintain administrative workflows, deadlines, and action tracking systems.
   3. Support cross-functional coordination among leadership and program staff.
   4. Assist with reporting, templates, compliance documentation, and organizational record keeping.

Digital Systems, Information Management and CRM Administration

Improves organizational information systems and digital workplace practices.

Responsibilities include:

1. 1. Maintain and organize Microsoft 365 systems including Teams, SharePoint, OneDrive, Lists, Planner, and Forms.
   2. Maintain data integrity across donors, volunteers, alumni, recruitment, placement, partner, and stakeholder records.
   3. Coordinate CRM workflows, automation rules, reminders, and communication tracking activities.
   4. Produce reports, dashboards, and analytics that support decision-making and organizational learning.

Donor Engagement & Development Administration

Support donor stewardship activities by ensuring timely, professional, and consistent communication combined with follow-up processes.

Responsibilities include:

1. 1. Maintain accurate donor records and stewardship documentation.
   2. Establish workflows and service standards for donor follow-up communications.
   3. Support and monitor donor interactions, correspondence, and stewardship activities.
   4. Support Annual Benefit administration and communications.

Communications, Recruitment & Marketing Support

Supports organizational visibility, volunteer recruitment, and constituent engagement efforts.

Responsibilities include:

1. 1. Coordinate recruitment communication workflows and applicant correspondence.
   2. Support outreach to colleges, universities, and partner organizations.
   3. Maintain recruitment tracking systems and prospective volunteer records.
   4. Assist with volunteer application administration and interview scheduling.

Facilities, Inventory & Office Operations

Coordinates office administration and stewardship of organizational assets and facilities.

Responsibilities include:

1. 1. Maintain inventory records for community apartments, office equipment, technology assets, furniture, and supplies.
   2. Coordinate asset tagging, tracking, and lifecycle management in the office and apartments.
   3. Support workplace safety and emergency preparedness documentation.
   4. Ensure office equipment remains functional and operational.

Core Competencies

Organizational Excellence

• • Exceptional organizational and time management skills
  • Attention to detail and accuracy
  • Initiative and problem-solving ability
  • Professional judgment and discretion
  • Ability to manage multiple priorities effectively
  • Commitment to confidentiality and accountability

Work Environment and Physical Requirements

• • Services are performed at GSV’s office in Astoria, NY with routine use of a computer, phone, copier, scanner, and other office equipment
  • Must be able to sit, stand, walk, bend, reach, and perform standard office and organization-related tasks as needed
  • Must be able to communicate by phone, email, virtual meeting platforms, and in person with other staff, external partners, vendors, prospective and current volunteers
  • May occasionally need to lift or move files, supplies, or small office materials up to approximately 50 pounds.
  • Must be able to manage competing priorities and maintain professionalism during more demanding periods of documentation activity, recruitment coordination and programming needs
  • Must be able to respond appropriately to routine and urgent organizational needs within the expectations of the role and policies

Confidentiality And Professional Standards

The Operations Assistant is expected to maintain the highest standards of confidentiality, integrity, and professionalism. This includes safeguarding volunteer information, applications, meeting notes, internal records, staff information, organizational information, billing, and any other sensitive information obtained while performing duties for the agency. The Assistant must comply with agency policies, applicable laws, mandated reporting requirements, information security expectations, ethical standards, and supervisory directives related to all organizational operations and functions.

Technology & Information Systems

Strong proficiency with:

• • Microsoft 365
  • Teams
  • SharePoint
  • OneDrive
  • Outlook
  • Excel
  • Word
  • PowerPoint
  • Microsoft Lists
  • Microsoft Forms
  • Planner

Preferred:

• • Power BI
  • CRM platforms
  • QuickBooks Online familiarity
  • AI-assisted productivity tools including Microsoft Copilot and ChatGPT

Communication & Relationship Management

• • Excellent written and verbal communication skills
  • Professional customer service orientation
  • Strong interpersonal and relationship-building skills
  • Ability to communicate with diverse stakeholders
  • Collaborative and team-oriented approach

Operations & Process Improvement

• • Workflow development and optimization
  • Documentation management
  • Information governance
  • Process improvement
  • Knowledge management
  • Standard operating procedures development

Preferred Qualifications:

• • Associate's or Bachelor's degree in Business Administration, Nonprofit Management, Communications, Information Systems, or related field.
  • Three or more years of progressively responsible administrative or operations experience.
  • Experience supporting senior leadership teams.
  • Experience with donor databases, CRM systems, or fundraising administration.
  • Experience with Microsoft 365 administration and digital information management.
  • Experience supporting communications, recruitment, or marketing activities.
  • Experience working within nonprofit organizations preferred.
  • Demonstrated commitment to diversity, equity, inclusion, and belonging.
  • Spanish language proficiency is desirable.

Location: Astoria, New York

Equal Opportunity and Non-Discrimination Statement

Good Shepherd Volunteers (GSV) is committed to equal opportunity and non-discrimination. Employment decisions are based on qualifications, organizational needs, program requirements, and applicable legal requirements. The agency is committed to maintaining a workplace that is professional, respectful, and free from unlawful discrimination and harassment

NYC Protected Time Off Law

GGSV complies with the New York City Protected Time Off Law and provides employees with protected time off in accordance with all applicable NYC requirements.

This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required of the employee. Duties and responsibilities may be modified, assigned, or adjusted as organizational needs evolve.

How to apply:

Send your resume and a cover letter:

director@gsvolunteers.org

Mission-driven work, Professional development, Cross-functional exposure, Leadership mentorship, Technology & digital skills development, Networking opportunities

Spanish Proficiency-Desired