The Community Foundation for Greater Buffalo is seeking to hire an Operations Associate.
The Operations Associate is a member of the Operations Team and reports to the Senior Director of Administrative Operations (SDAO). The Operations Associate plays an important role in supporting the work of the Operations function as it is critical to the strategic design, implementation and monitoring of policies, procedure, and workflows of the Foundation. As the primary support to the SDAO, the Operations Associate provides administrative support in ensuring the effectiveness and efficiency of the Foundation’s business systems and providing the Foundation’s function and project teams with the resources, infrastructure and support needed to perform their roles in a proficient and optimized manner.
For an individual to be successful in the position, they must have excellent organizational skills as they are responsible for several administrative duties across several function teams within the organization. They must possess the ability to work both independently and in a team environment, have excellent interpersonal and communications skills, and have be able to assess, troubleshoot and problem-solve.
This position requires a fair amount of technical and analytical skills and experience as the Foundation’s technology function lives within the Operations team. The Operations Associate is responsible for supporting training and guidance on the latest processes and IT advancements.
AREAS OF KEY RESPONSIBILITIES
- Monitor administrative systems so that the administrative support provided by the Operations function to the various Foundation cross-functional and project-based teams is delivered in an efficient and effective manor
- Assists in developing and monitoring the Foundation’s operating policies and procedures to make sure they are in place, operating effectively and functioning as designed
- Proactively identifies office needs and challenges including remote work arrangements, and resolves them in a timely fashion
- Primary point of contact for the specific operational services delivered to the Foundation through vendors and consultants
- Serves as liaison with building management on workspace maintenance and renovation challenges.
o Ensures that the Foundation’s workspace is meeting the needs of the Foundation team members and is befitting for the various community partners that also use the Foundation’s workspace
- Ensures that office equipment is well maintained, operating effectively and procedures are in place to ensure Foundation team members are proficient at using such equipment
- Assists the Foundation’s team with the use of video conferencing tools, platforms and technology used in meetings that are held in the Foundation’s various conference rooms
- Assists in the operational and administrative functions of talent recruitment and management by providing support in posting open positions using various sources, when requested
- Assists with the onboarding and coordinates the orientation of new team members in cooperation with the new team member’s supervisor and the individuals who lead the various orientation sessions
- Assists in team training and orientation when requested
- Demonstrates collaborative work style experience within teams and across an organization to achieve best possible results.
- Open to researching and learning new technology to best meet the changing needs of the team and organization.
- Actively participates in meetings
- Demonstrates experience with prioritizing work when committed to multiple projects simultaneously; demonstrates effective time management as well as skill with managing shifting deadlines to reprioritize as needed.
- Prepares materials for meetings including presentations.
- Prepares accurate and complete minutes for various meetings, as required
Business Process Management:
The SDAO has responsibility to design, implement and monitor the Foundation’s business processes in a collaborative manner through cross-function teams. The Operations Associate will assist in this effort by providing support for the development, documentation and implementation of policies and procedures throughout the Foundation. The Operations Associate will also facilitate training programs that ensure personnel are thoroughly familiar with all policies and procedures.
Information and Technology Systems:
The Operations Associate helps to manage the information and technology systems in use at the Foundation. These information and technology systems include, but are not limited to, the following: desktops, laptops, local area network, various cloud-based platforms, software, wireless access points, internet, conference room video conferencing equipment and platforms, and telephone. As part of this responsibility, the duties include:
General Office Administration:
The Operations Associate helps to monitor and coordinate all processes related to the Front Office, Reception, conference room management and any related office administrative duties. In addition, this role plays both support to and backup for the Receptionist as needed.
- Infrequent local travel
TECHNICAL EXPERTISE/EXPERIENCE AND QUALIFICATIONS
- Undergraduate degree in related administrative, operations, and/or information systems field preferred
- Five years or more with the responsibility for the areas noted is preferred; equivalent educational or work experience acceptable
- Demonstrates advanced knowledge and application of computer skills, including Adobe Acrobat, Microsoft Word, Excel, Outlook, and PowerPoint
- Advanced IT knowledge and technical skills including the ability to troubleshoot and solve IT users’ immediate needs when IT consultants are not onsite
- Demonstrated experience with other software applications
- Proficient in the use of the video conferencing equipment and platforms including Zoom and Microsoft Teams
- Demonstrated ability to plan, set priorities, organize, coordinate and direct multiple projects and activities with varied deadlines
- Quick learner, responsive to changing priorities and dedicated to completion of required tasks.
- analytical, problem-solving and critical thinking skills imperative
- Ability to initiate and complete tasks with minimum supervision working both independently and in a team environment.
- Excellent oral and written communication skills;
- Great interpersonal skills and demonstrated ability to establish and maintain effective relationships with persons of diverse backgrounds
- Skilled at dealing with internal and external partners respectfully, professionally and with diplomacy and tact.
- Detail-oriented with the ability to manage multiple responsibilities simultaneously in an organized and flexible fashion, while maintaining a high degree of accuracy and attention to detail.
- Capable of exercising good judgement when it comes to problem solving, setting priorities, and decision making
- Aptitude for learning new technologies and utilizing systems that promote efficiency and effectiveness
- Effective at project management
Salary range: $55k – $65k
ABOUT THE COMMUNITY FOUNDATION
For more than a century, the Community Foundation for Greater Buffalo has enhanced and encouraged long-term philanthropy in the Western New York community. A 501 (c)(3) organization, the Community Foundation’s mission is: Connecting people, ideas, and resources to improve lives in Western New York. Established in 1919, the Community Foundation has made the most of the generosity of individuals, families, foundations, and organizations who entrust charitable assets to the Community Foundation’s care. Learn more at cfgb.org.
Community foundations are designed to grow and evolve as our community’s needs change, and new positions are regularly created as a result. As the Community Foundation for Greater Buffalo continues to grow, we’re looking for talented people who want to use their abilities to make a lasting difference. If that is you, then please send a cover letter explaining your interest in this position and what you would bring to the Community Foundation for Greater Buffalo.
Send cover letter and resume as a single Word or PDF document via email to: Jobs@CFGB.org. Please submit response electronically via email. However, response may also be received by U.S. Postal Service if an electronic medium is not available. No calls please.
Application deadline: Open until filled. We thank all candidates for their interest; however, only those selected for an interview will be contacted. The Community Foundation for Greater Buffalo is an equal opportunity employer that values diversity, practices inclusion and works to advance equity.