Operations Administrative Associate (Temporary, Part Time)

Job DetailsJob Location: New York, NY 10003Salary Range: $25.00 - $27.00 HourlyPosition: Temporary Operations Administration Associate

Who we are: The Police Athletic League (PAL) of New York City is an independent youth development nonprofit organization and has been a vibrant and vital institution, serving as an effective, critical bridge between police and communities across all five boroughs of the City since 1914. PAL operates diverse programs for children as young as 2 years old to young adults. Programs include Head Start, after-school programs and summer day camps for elementary, middle and high school youth, and summer Playstreets. PAL also runs evening teen centers and college readiness programs, youth employment, and juvenile justice programs. Staying true to PAL’s roots, a cornerstone of our youth development strategy includes offering competitive and recreational sports for children of all ages. At PAL, we’re devoted to empowering communities and building the best places to work, and that goes for our own teams too.

Position Summary

The Temporary Operations Administration Associate, reporting to the Director of Operations, will provide day-to-operational, administrative, and project coordination support to PAL's Operations Department. This position plays an important role in helping maintain PAL's facilities, vendor relationships, operational systems, and administrative processes to ensure efficient operations across the organization's network of sites. This is a six (6) month temporary, non-exempt position created to support PAL's facilities, vendor relationships, operational systems, and administrative processes to ensure efficient operations across the organization's network of sites.

The successful candidate will be highly organized, customer service-oriented, and comfortable managing multiple priorities in a fast-paced nonprofit environment. The Temporary Operations Coordinator will collaborate with internal departments, vendors, contractors, and PAL site leadership to support facilities management, procurement, compliance activities, and operational projects while helping ensure PAL's facilities remain safe, functional, and well maintained.

Position Details

Department: Temporary Operations Administration Associate

Reports To: Director of Operations

Status: Temporary, Non-Exempt

Duration: Six (6) Month Temporary Assignment

Schedule: Up to 28 hours per week

Compensation: $27.00 per hour, commensurate with qualifications and experience.

What you’ll do

The Temporary Operations Administration Associate will provide support for key operational processes and maintain critical administrative management and reporting systems. This dynamic role will provide exceptional administrative and operational support in three primary areas:

Procurement and Expense tracking

Collaborate with the finance team to ensure vendor payment is made promptly

Order facilities, IT and other administrative supply ordering as well as and coordinate payment with Finance

Manage critical organizational and site service contracts (e.g. utilities, internet, insurance)

Maintain relationships with vendors

Operations Project Management

Manage service request tickets submitted by sites and ensure status is up-to-date in systems

Communicate and coordinate logistics and scheduling with vendors and program staff to get issues resolved

Oversee vendor maintenance, repair and improvement projects end-to-end

Triage, address and escalate high priority facility issues

Liaise with vendors to communicate needs and obtain work scopes and quotes

Analyze and assess competitive bids and make recommendations to operations leadership

Be responsible for operations projects, coordinate with administrative and program staff

Obtain and maintain facility regulatory and compliance documentation

Support leadership and collaborate across departments to implement new organization-wide operational systems and processes

Provide support and resolve issues during facility emergencies, be the main point of content, triaging the issue and escalating to leadership, keeping site staff updated.

Continuous Improvement and Other Operations Duties

Support development of policies and procedures and ensures policies are adhered to

Establish and maintain summary project tracking reports

Provide project management and implement best practice operational standards

Assist in completing current and future state assessments, root cause analyses, and present recommendations in a solution-oriented manner that supports decision making

QualificationsWho you are/What you bring

Bachelor Degree in business administration, business management, or a related field

A minimum of three years of experience in administrative or operational coordination, operations management, or budget management with a preference of experience within social service organizations.

Self-starter with strong organizational skills and attention to detail

Highly professional and team-oriented with a passion for excellence and eagerness to help the department meet our goals.

Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervision

Have a working knowledge of spreadsheets, Microsoft Office suite building tracking systems and ability to run reports

Ability to travel across NYC locations, Driver’s license preferred

Experience in customer service, vendor management, scheduling, purchasing, inventory management, facility management or building maintenance is a plus.

Physical Requirements

Ability to lift, transport, and install computer equipment weighing up to 40 pounds.

Ability to travel between PAL facilities throughout New York City.

Ability to work in offices, telecommunications closets, equipment rooms, and facilities undergoing renovation or construction.

Ability to bend, reach, climb stairs, and work beneath desks or around technology equipment when necessary.

Ability to remain stationary or work at a computer for extended periods while providing technical support.

Benefits: Temporary employees may be eligible for benefits in accordance with PAL's personnel policies and applicable benefit plans.

Location: PAL Headquarters, 34½ East 12th Street, New York, NY 10003, with travel to PAL locations throughout New York City as needed.

Start Date: ASAP

Equal Opportunity Statement

At the Police Athletic League, we seek people who are talented, creative, and passionate about helping create a more inclusive city and better futures for New York City's youth. We're devoted to empowering communities and building the best places to work, and that goes for our own teams too.

The Police Athletic League is an equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment free from discrimination and harassment based on any legally protected characteristic, including, but not limited to, race, color, religion, national origin, age, sex, disability, sexual orientation, gender identity, pregnancy, veteran status, or any other protected status under applicable law.

Employment with PAL is contingent upon successful completion of all lawful pre-employment requirements, which may include a background check.