Operations Specialist

Overview of AJWS

American Jewish World Service (AJWS) is the leading Jewish organization working to fight poverty and pursue justice in Africa, Asia, Latin America and the Caribbean. By supporting hundreds of social change organizations in 14 countries, we respond to the most pressing issues of our time—from disasters, genocide and hunger, to the persecution of women and minorities worldwide. With Jewish values and a global reach, AJWS is making a difference in millions of lives and bringing a more just and equitable world closer for all.

Overview of AJWS

American Jewish World Service (AJWS) is the leading Jewish organization working to fight poverty and pursue justice in Africa, Asia, Latin America and the Caribbean. By supporting hundreds of social change organizations in 17 countries, we respond to the most pressing issues of our time—from disasters, genocide and hunger, to the persecution of women and minorities worldwide. With Jewish values and a global reach, AJWS is making a difference in millions of lives and bringing a more just and equitable world closer for all.

Overview of Team

The Risk Management and Administrative Services (RMAS) Department is one of three teams within the Finance and Administration Division of AJWS. The ‘mission’ of the RMAS Department is to inspire risk-aware thinking to enable AJWS to run effectively, operate efficiently and manage risk thoughtfully. The team oversees risk management, domestic and international safety and security, commercial insurance, organizational legal compliance, shipping and mail services, and reception. They also manage the facilities and physical space for all of AJWS’ offices and hold the centralized systems for contract processing and travel management.

The department works to:

• Inspire confidence on the part of the AJWS Board, staff, and other stakeholders that the organization’s commitments to stewardship and safety are sincere, substantial and lasting
• Position AJWS to seize opportunities for growth and mission advancement
• Reduce or eliminate hazards, injuries, and loss/damage of financial and other assets

Position Summary

The Operations Assistant position fulfills the critical function of maintaining safe and productive work spaces in all AJWS locations with smooth and efficient support to the organization. This position reports to the Director of Risk Management.

Limited travel to AJWS regional offices may be required.

Job Description

Responsibilities include but are not limited to:

Facilities Maintenance

• Site responsibility : Assist in the implementation of short-term and long-term maintenance and repair needs at the AJWS NY office, including physical repairs and renovations to office spaces, installation of equipment and fixtures, and reconfiguration of furniture;
• Assist in the maintenance and repair of machinery, equipment, and electrical and mechanical systems in all AJWS offices;
• Perform light maintenance work around the office including installing keyboard trays;
• Meet vendors at office outside of office hours, as needed
• Assist in offices and staff moves;
• Replace light bulbs, manage conference room set up, check and adjust thermostats, sort/distribute mail, process outgoing mail;
• Coordinate fire extinguisher inspection, HVAC repairs, and water cooler repairs;
• Assist in the preparation of community gatherings, providing office needs
• Stock pantries with coffee, tea, milk, sugar and other consumables;
• Ensure that any spills, smudges etc. are cleaned in a timely manner;
• Serve as a liaison between building management and AJWS as needed;
• Set up conference rooms before and after meetings as needed;
• Manage the Facilities budget;
• Stay well-versed with AJWS’s conferencing systems and, in partnership with the Information Technology department, provide assistance to staff during conferences and meetings; and
• Provide coverage for reception in the New York office as needed.

Site Security

• Assist the Senior Facilities Manager in the recruitment and training of Fire Safety Team members;
• Monitor security systems such as burglar alarm, panic buttons, security cameras, and fire safety systems;
• Monitor visitor management system Envoy
• Respond to emergencies as needed and to activated alarms as per AJWS site security policies;
• Serve as the Deputy Fire Warden in absence of the Fire Warden;
• Assist in setting up access cards and building keys to staff when required;
• Maintain and rotate AJWS's emergency/earthquake supplies and assemble and maintain crisis kits; and
• Assist with any other site security tasks as required by the Director of Risk Management.

Administrative Services

• Take mail to the post office and handle special shipping services;
• Submit monthly postage expense report to Finance;
• Process invoices from vendors for payment;
• Assist in preparation of documents for off-site storage;
• Assist the Senior Facilities Manager in maintaining an easy-to-read schedule of insurances that details coverages and ensuring timely completion of all AJWS insurance renewal applications;
• Under direction from the Director of Risk Management and Administrative Services (RMAS), populate, prepare and maintain AJWS contracts with vendors following contracts and travel request submissions from AJWS staff;
• Sources and maintain vendor relationships
• Ensure all required supporting documentation (e.g., W-9/W-8 forms, COIs, RFP support, when applicable) is submitted with contract request submission and route information through AJWS internal workflow for review and signature;
• Assist in any other operational and administrative support tasks as requested or required;
• This role works in-person in the NYC HQ office Monday – Thursday 9 a.m.-5:30 p.m. ;
• In-person attendance is an essential job function for this position; • This role may work remote on Fridays with occasional Fridays in the NYC HQ office to support organizational needs if requested by the Director of Risk Management;
• Oversee the installation of system upgrade; i.e., HVAC control system upgrade;
• Basic IT knowledge for on-site necessities; conference room set up assistance, keycard activation;
• Occasionally in office hours may be modified based on operational needs and will be at the direction of the Director of Risk Management;
• Partner with Executive Office, People & Culture, and Facilities to manage special projects, associated budgets, etc.

Required qualifications:

• B. A. degree or an equivalent combination of education and experience
• 1+ years of experience in facilities management and basic administrative support
• Must be able to function well in a fast paced work environment, able to respond to multiple requests for assistance simultaneously 
• Ability to quickly learn the job responsibilities of other team members so as to provide coverage when required
• Skills and willingness to do basic facilities repair and maintenance work
• Computer skills including Microsoft Office (Word, Excel, PowerPoint)
• Highly organized and ability to prioritize, comfortable with consistent follow ups
• Some project managing experience, and ability to work independently
• Excellent interpersonal and communication skills, with a flexible and collaborative spirit
• Ability to exercise sound judgment and work effectively with personnel at all levels
• Ability to prioritize and work under deadlines
• Willingness to work after hours
• Enthusiasm, professionalism and a passion for hospitality and facilities management
• Strong commitment to AJWS’ mission and core values

Preferred Qualifications:

•   Ability to move, transport, position, put, install or remove items weighing  up to 50 lbs.

•   Experience using communication systems like projector, audio visual devices, mics

Compensation and Benefits Information

• AJWS is committed to a salary framework that aligns with our culture and values. The compensation range reflected is in alignment with our framework and individual pay decisions will vary based on a number of factors, including but not limited to the qualifications, skills and years of relevant experience.
• Paid Time Off: 15-22 Federal and religious holidays off each year in addition to paid vacation and sick days;
• Health benefits coverage with low contribution by employees;
• 403(b): 4.25% company match (safe harbor);
• Flexible Spending Account and Commuter Benefits;
• Various leave policies.

Additional Considerations

Black, Indigenous and People of Color; Lesbian, Gay, Bisexual, Intersex, Trans and Gender non-conforming people; women; and differently abled people are encouraged to apply. We also encourage applications from people of diverse religious, spiritual and cultural backgrounds.

As an organization committed to promoting social justice around the world, it is essential that we incorporate a diverse, equitable and inclusive lens into all aspects of our work at AJWS. We encourage applicants with a global perspective and a commitment to values around diversity, equity, and inclusion to apply.

Authorization to work in the US is required.