Administrative Assistant, Temporary

Job Locations US-NY-New York
Posted Date 3 weeks ago(3/30/2021 11:39 AM)
Job ID
2021-1799
# of Openings
1
Category
Civil Rights, Social Action, and Advocacy
Type
Fiscal Sponsorship Organizations
Location : Name
Worker's Justice Project

Overview

Worker’s Justice Project (WJP) (workersjustice.org) was founded in 2010 to address the racial and economic injustices that low-wage immigrant workers face in New York City by building collective power to win institutional change.

 

WJP, a fiscally sponsored project of TSNE (tsne.org), runs two long-standing worker’s centers in Brooklyn. We promote justice and opportunity for low-wage immigrant workers in New York City by pushing for systematic enforcement and expansion of workplace protections, which include labor and occupational health and safety standards while advocating for industry-specific efforts to improve working conditions. WJP also offers skills-building training to workers in health & safety and industry-specific areas and we educate immigrant communities about their rights in the workplace and how to exercise those rights.

Responsibilities

The Administrative Assistant (AA) proactively interfaces and works with WJP staff and TSNE, WJP’s fiscal sponsor (providing legal, contracts, human resources and financial and accounting support and oversight) to facilitate a smooth and timely process for workflows of information between WJP and TSNE, as required by TSNE policies, by WJP contractual obligations and by compliance considerations in all service programs. In a role supporting WJP development activities, the AA collaborates with the Executive Director and WJP staff to develop, manage and support fundraising and donor engagement and management activities, and related processes and systems.

 

This position is temporary through 6 months after hire the date. This position may be renewed depending on the availability of funding along with the need for continuation of this work.

 

Essential Functions

 

Administration (Finance and Compliance)

  • Work with WJP staff to comply with TSNE contracts and grants management and financial management/ reporting systems and ensure that all invoices, expense reports and other required financial documentation are submitted consistently and on time;
  • Support in troubleshooting issues that arise in workflows between WJP and TSNE. Work with both staffs to proactively address areas of concern and to initiate strategic process improvements that ensure maximum accuracy and efficiency;
  • Support Center Directors in tracking in tracking and processing membership dues and donations;
  • Support management of an up to date WJP membership database, membership dues collection and processing, donations, and timely submission of expense receipts and monthly reports;
  • Organize and retrieve backup documentation as required for billings and audits;
  • Work with the WJP Worker Center directors and organizers in performing and supporting administrative functions including, but not limited to, sorting and processing incoming and outgoing mail and ensuring efficient and effective processes for all WJP administrative functions and contract support as required.

Administration (Human Resources, Contracts, Infrastructure)

  • Provide administrative process support to WJP leadership and staff;
  • Attend and participate in WJP trainings and meetings providing administrative support as needed;
  • Monitor the creation and execution of consulting contracts including the submission of documentation, payments, deliverables and work schedules;
  • Perform other duties as required.

 Grant & Budget Management / Administration

  • Support grant reporting and management of WJP’s grant reporting processes;  
  • Maintain and track grant files and documents;
  • Provide support in proactively following up on deadlines and for timely resolution of issues as they arise;
  • Support and maintain all related documentation connected with grant-funded programs.

Worker Center Administration

  • Answer and direct phone calls;
  • Organize and schedule appointments;
  • Write and distribute email, correspondence memos, letters, faxes and forms, newsletters and internal communication guides;
  • Assist in the preparation of regularly scheduled reporting for SST program;
  • Order office supplies and research new deals and suppliers;
  • Provide general support to visitors, members and partners alike;
  • Make membership reports;
  • Maintain and create content for social media platforms such as Facebook, Twitter, Instagram, You Tube and other social media platforms;
  • Provide support by making phone banking calls, as needed, to members and training attendees.

Implementation of WJP COVID-19 Safety Protocols

  • Collaborate with WJP leadership and staff to administer WJP’s safety protocols, including monitoring staff’s health and ensuring a safe workplace by maintaining daily cleaning logs, daily health checklist and visitor’s check list;
  • Review update and ensure dissemination of health and safety information to staff to ensure they have the most up to date information needed to safely do their jobs in a safe environment;
  • Maintain structured communications and participate in safety meetings with staff and member volunteers to guarantee a safe workplace and delivery of services. Provide guidance through the implementation of WJP’s safety protocols;
  • Provide information and personal protective equipment to all staff regarding WJP’s commitment to safety in the workplace at all times; and,
  • Provide periodic communications to maintain a sense of community and to address any newly identified and potential challenges, that may present during operations of the Centers.

Qualifications

We will consider exceptional candidates who demonstrate a strong combination of the specific qualifications and skills described below.

  • 3+ years of relevant administrative, fundraising and/or events management experience;
  • Excellent computer skills, including Microsoft Office Suite, intermediate-level Excel and database management experience;
  • Bilingual English/Spanish;
  • Demonstrated ability to think strategically and creatively and to develop and drive planning processes forward;
  • Excellent problem-solving skills;
  • Excellent verbal and written communications skills;
  • An attitude of flexibility and adaptability;
  • A sense of humor and ability to work under pressure;
  • Excellent interpersonal skills and the ability to represent the organization with donors and community leaders as well as interface with our fiscal sponsor, the staff and members, while maintaining flexibility, tact, and a positive attitude;
  • A self-starter with strong organizational skills and unrelenting attention to detail;
  • Ability to multitask, prioritize and complete assignments with accuracy and to meet strict deadlines, with minimal supervision;
  • A commitment to social justice, with a desire to grow within the organization;
  • Experience working in a multicultural and multi-ethnic work environment;
  • General business management skills;
  • Experience with contracts management, administration and office management;
  • Experience and skill in developing and managing relationships, with an orientation to network-building;
  • Ability to function independently, and to work as part of a team;
  • A flexible and adaptive work style, with the ability to thrive in a growing mission-driven organization.

Physical Demands/Work Environment

 

The physical demands described here are representative of those for this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the functions. Work is performed in an office environment and in close proximity to other workers.

 

While performing the duties of this position, the employee is required to:

  • Handle, or feel objects, tools or controls;
  • Reach; traverse; sit (usually for longer periods of time); occasionally ascend/descend; and position self (to) move;
  • Occasionally lift and/or move up to 25 pounds;
  • The noise level in the work environment is usually moderate;
  • Job is not subject to significant occupational or environmental hazards;
  • Likelihood of personal injury would be relatively slight;
  • Environmental and work hazards are not present to a measurable degree.

Compensation and Benefits

 

Location: Work will be primarily performed in the Williamsburg, NY office. Work is not eligible for remote work

Compensation: The starting salary for this position is $24.00/hr and is commensurate with experience.

Benefits: This position is eligible for a full benefits package including:

  • Generous Paid-Time-Off (PTO): 12 paid holidays, 3 weeks vacation, 1 week personal holiday, and sick time for full-time staff;
  • 80% Employer-paid, $0 deductible Health Insurance through Harvard Pilgrim;
  • Low-cost Guardian Dental and Vision;
  • Flexible Spending Accounts (FSA) for Health and Dependent Care;
  • Employer-paid Life, Long- and Short-Term Disability Insurance;
  • Employer-paid Pension through TIAA;
  • ...and more!

TSNE/Worker's Justice Project envisions a society grounded in the principles of social and economic justice. As such, we strive to achieve excellence through a diverse and inclusive workplace that honors the unique talents and lived experiences of each person. Our vision and values are reflected in all our employment-related decisions, including hiring practices. Accordingly, TSNE actively seeks people who bring diverse backgrounds and perspectives to join us in our work.

 

As an EOE/AA employer, TSNE/Worker's Justice Project will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin or ancestry, age, sexual orientation, gender identification, genetic information, veteran or disability status or any other factor prohibited by law.  

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