We are seeking an Associate, Workplace Operations to support our New York office operations, serve as budget tracker, and provide general administrative support for the Workplace team. The Associate, Workplace Operations provides critical operational, financial and administrative support through managing databases, financial transactions, correspondence, and communications with staff and a variety of other projects. This position reports to the Manager, Workplace Operations and will work with other team members on special projects.
The person filling this role will provide key financial governance for the team, ensuring that operational expenses align with proposed budgets and that transactions are compliant and audit ready. Additionally, this person will play a pivotal role in shaping culture and strengthening our position in the community. The Associate, Workplace Operations must be a natural self-starter, excel in creating and maintaining organizational systems, and possess a strong value on customer service.
Areas of Responsibility:
Operations Coordination (30%)
- Partner with Emergency Management team to ensure safety of staff, partners, and guests through OSHA and Emergency Procedure compliance across organization, including management of occupancy data, documents, and communications related to this work
- Serve as primary Emergency Warden for New York office
- Develop programs to support culture, community and staff experience for our New York office
- Work closely with other team members in the coordination and set up of office functions for all staff including high-level conferences, such as board meetings
- Work with the Manager, Workplace Operations to create and manage systems for data organization and integrity
- Contribute to the development and implementation of Workplace policies & procedures
- Represent the admin team on the policy task force led by Risk and Compliance and facilitate updates ensure timeline is followed for each sub-team
- Assist in the coordination of regional office moves, consulting on office set up, and assisting local operations staff on efforts to develop office systems and positive office culture after a relocation
- Maintain the Real Estate and Workplace Team’s information and appearance on Teach For America’s internal web board.
- Assist with team performance feedback initiatives for the Workplace team, including data analysis and the design and maintenance of new systems to collect information about operations and culture of the NYC and DC office spaces.
Budget Tracking and Compliance (70%)
- Act as team buyer and budget tracker for NYC & DC office budgets ($500+k)
- Act as the Workplace team finance leader by advocating for good stewardship of resources and proactively identifying opportunities for cost-savings across all budget lines while ensuring we maintain excellent offices and prioritize the needs of those who work in them.
- Assist with research, tracking, and communications for annual team budget design, acting in partnership with team leaders to design a budget that supports equitable team experience and excellence in office operations.
- Track spending to operate and maintain the NYC & DC offices to support accurate in year forecasting, building the information tracking and finance record keeping systems foundational to this tracking.
- Partner to orchestrate team-level finance and compliance education initiatives and manage across the team to ensure financial compliance is achieved for all workstreams.
- Manage financial relationship with all vendors who service the NYC & DC offices, ensuring all billing is accurate and consistent with org compliance standards.
- Lead financial compliance documentation processes for all NYC office, DC office and office project spend, including Request for Quotes processes, contract reviews, and team spend audits to ensure outside vendor contracts and agreements are compliant with policy standards
- Process all check requests, purchase orders, and requests for quotes in workday system for NY &DC operations teams as well as for office improvement projects managed by the Workplace Strategy & Design team
- Manage use of centralized team credit card, processing associated expense reports as well as expense reports for various team members’ credit cards in adherence to org compliance standards
- Ensure that incoming funds are tracked back to any related incurred expenses, e.g. overtime and all expenses are compliant with finance policies
- Lead efforts to keep records of the physical property in TFA offices and work in partnership with the TFA Legal and Risk and Compliance teams to report this through tax filings and insurance reports
Educational Background:
Bachelor's degree required
Skills/Experience:
- 1-3 years professional experience is preferred
- Excellent organization skills and attention to detail
- Making informed and timely decisions, and using sound judgment to prioritize actions
- Ability to work independently and effectively in a fast-paced, deadline-driven environment, and to juggle several projects at once with a spirit of flexibility and positive outlook
- Ability to build internal and external relationships and networks in order to achieve results
- Writing and communicating verbally in an effective and compelling manner
- Strong and enthusiastic collaborator
- Identifying and acting upon learning from both accomplishments and less-successful experiences by reflecting and proactively seeking feedback
- Strong tech skills, including knowledge of Microsoft Office Suite, particularly Microsoft Outlook and Excel
- Strong resolve to adapt and succeed in a frequently changing environment
- Desire to be a leader in all relationships
- Strong customer service ethic
- Belief that operations support is critical to the success of the team
- Exemplifies each of Teach For America's core values
Work Demands
- Ability to work some evenings and weekends
- Ability to lift and move furniture for room set ups, up to 35 pounds
- Limited travel may be required (1-2 times per year)
Job Function:
Organization Info
Listing Stats
Post Date:
Aug 30 2019
Active Until:
Oct 1 2019
Hiring Organization:
Teach For America
industry:
Nonprofit