Operations Assistant - Counseling in Schools

Counseling In Schools (CIS) is a dynamic community-based organization founded in 1986 with a mission to promote the emotional and social growth of children so that they can thrive in school and succeed in life. For nearly 40 years, Counseling In Schools has created and fostered relationships with local schools, homeless shelters, and communities to enable New York City’s children to thrive – academically, socially, and emotionally. Our expert team includes licensed mental health and youth development professionals who fully integrate into the community, providing programs that equip children, families, teachers, and administrators with the right tools for preventing and coping with the challenges they face. We envision and work toward a bright future, full of possibilities, where each child can flourish and reach their full potential.

We are seeking a highly organized, detail-oriented, and proactive Operations Assistant to join our organization. The ideal candidate will rely on experience, exercise excellent judgment and multi-task within a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This is a highly visible position, representing the Chief Operating Officer (COO) and the organization to many internal and external stakeholders. A great candidate will possess the ability to collaborate with colleagues across departments to solve problems and design solutions. 

Key Responsibilities: 

• Assist with the management of daily operations including coordinating with various departments to ensure smooth operations
• Exhibit proactive communication and manage communications and correspondence between different departments and external parties.
• Meet/exceed the COO’s expectations by understanding, anticipating and meeting varied administrative needs. 
• Create and maintain comprehensive databases, reports, and spreadsheets on organizational metrics, financials, and other related information.

• Assist COO with the development and implementation of operational procedures and policies to increase organizational efficiency and accuracy

• Monitor and analyze departmental performance metrics and develop strategies to improve operations

• Prepare operational reports and documents
• Identify areas where improvements can be made in the organization, and contribute to innovation in operational processes.

• Represent COO with a high level of professionalism to outside constituents and internal departmental staff.
• Keep COO abreast of items that arise during the day, while executing good judgment regarding level of urgency.
• Manage and maintain COO calendar to ensure no conflicts or issues arise.
• Prioritize and take action with minimal direction and good judgment.
• Assist with the management of vendor relationships, including negotiating contracts and managing service delivery scheduling

• Develop and manage operational budget

• Accurately process expense reports on a weekly basis for COO
• Prepare in advance for meetings including document preparation and distribution, audio visual needs if required, establish GoogleMeets/Zoom links and ensure attendees are accounted for
• Perform accurately and within established deadlines general administrative duties 
• Answer and return all phone calls and emails in a professional and timely manner.
• Provide backup administrative support to other executives and/or their assistants as needed
• Assists with other duties as directed by COO.

Job Qualifications: 

• Bachelor’s degree in operations management or in a related field 
• Two or more years of experience in providing operations or administrative support to executive level staff
• Strong verbal and written English communication skills
• Ability to take initiative to learn and have the ability to work independently
• Highly organized, solution focused and self-motivated
• Detail oriented
• Organized with proven ability to successfully multitask
• Collaborative mindset and strong interpersonal skills
• Ability to remain positive in high pressure situations
• Demonstrates critical thinking, communication, and relationship-building skills
• Exhibits a flexible, creative, and resourceful approach
• Independent problem solver
• Proficient in MS Suite, G Suite, Canva, and knowledge of modern program system platforms
• Understanding of the complexities surrounding collaboration in an NYC community based organization (CBO) is a plus

Requirements:

• Ability to report to our main office for a full-time position in midtown NYC (5 days per week)
• Must be able to travel within NYC as needed

Reports To: Chief Operating Officer (COO), Counseling In Schools

Benefits & Paid Time Off 

• Paid Time Off (PTO): 30 plus days of PTO plus paid holidays which allows you to recharge and return to work refreshed and motivated.
• Health Care Coverage: We understand the importance of your health and well-being. As part of our commitment, we provide a fully company-sponsored plan as well as other options for comprehensive healthcare coverage that includes medical, dental, and vision benefits, ensuring that you and your family have access to quality healthcare when needed.
•  Transit Check Program: To make your daily commute more convenient and cost-effective, we provide a transit check program that allows you to cover transportation expenses using pre-tax dollars. This benefit contributes to a greener and more efficient commute.
• 401(k) Plan: Planning for your future is essential. Our 401(k) plan enables you to save for retirement while benefiting from company contributions, ensuring financial security in your later years.
•  Life Insurance: Your peace of mind is paramount. We offer life insurance coverage to provide financial support for your loved ones in the event of unforeseen circumstances, demonstrating our commitment to your family's well-being.
• Referral Bonuses: We all have friends in our field of work. Refer a friend or colleague to work at CIS and receive a bonus once they join our team!

**Benefits are subject to change.

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