Job Information
GMHC Operations Administrator (Interim) in WFH Flexible • New York, New York
Operations Administrator (Interim)
WFH Flexible • New York, NY (http://maps.google.com/maps?q=New+York+NY+USA+10018) • Operations
Job Type
Full-time, Contract, Temporary
Description
The (Interim)Operations Administrator (OA)will be assisting the Associate Vice President of Operations Administration (AVP) as a high-level project manager and work directly under the supervision of the Interim Chief Executive Officer/Chief Operating Officer (Interim CEO/COO). They will provide oversight and topic supervision regarding the triad management paradigm. They will provide triad coaching, training, support, and review to all teams across GMHC. Audits will be conducted monthly to ensure compliance with the triad. In addition, this position will ensure that each Triad team member is well versed in their share of the work and stays within their roles. The OA will conduct regular Triad focused training as well as be responsible for training all incoming managers. This position will be responsible for developing and writing a triad manual and ensuring it is updated regularly. Collaboration with the analytics and evaluation director to ensure shared messaging regarding the triad is required. This position will chair the Policy and Operation Committee (POC) which reviews and writes agency wide policies.
In addition, the OA will supervise the reception desk staff and ensure that the room reservation system is being used equitably across the agency. The OA will assist the AVP with completing the monthly Board report and weekly agency updates to the Board and ensuring a high level of communication is in place between the executive team, the Board, and staff. The OA will attend all multi-level management meetings and the monthly all staff meeting, which they will also coordinate and oversee.
Temporarydutieswill include attending Board meetings and Board committee meetings with the interim CEO/COO. In addition, the AVP will temporarily be responsible for Board meeting correspondence, attendance and taking minutes.
EssentialJobFunctions
The following duties are mandatory requirements of the job:
Project Management & Collaboration:
Provide project management support for AIDS Walk New York, working closely with the Operations, Development, and Communications teams.
Oversee and implement agency-wide projects, ensuring effective execution and review.
Manage the Policy, Operations, and Compliance Committee, ensuring timely follow-ups and regular reminders.
Board & Executive Support:
Coordinate meetings and manage calendars for the Executive, Senior, and Management Teams, as well as the Board of Directors.
Draft and compile monthly and weekly updates for the Board of Directors, gathering and synthesizing information from internal teams.
Attend meetings as assigned and provide any necessary follow-up.
Triad Implementation & Oversight:
Implement and monitor the triad process across all departments, ensuring alignment with agency goals.
Support department managers in optimizing the use of the Triad system.
Conduct monthly audits of triad-based tools and processes, ensuring documentation is stored centrally.
Collect and review monthly triad data (meeting notes, DDAS, skills-building, dashboards, time reports, corrective action plans) for discussion with the Interim CEO/COO.
Develop training manuals for the Triad system and other policy areas to support staff development.
Policy & Operations Oversight:
Support the Policy and Operations Committee (POC) in reviewing and drafting agency-wide policies.
Identify and implement needed projects or improvements across the agency.
Administrative Support:
Process monthly invoices and review supporting documentation.
Assist with payroll and timecard reconciliation for the Management Team.
Supervise reception staff and ensure equitable use of the room reservation system across the agency.
Other Duties:
- Perform additional tasks and projects as assigned.
Requirements
EducationandCertification
Master’s Degree preferred or equivalent work experience in administration operations.
Excellent project management skills and ability to identify administrative challenges and enact change when necessary.
Meticulous communication, time management and organizational skills required.
Experience building and maintaining communication systems.
Experience working in a nonprofit environment.
Salary range $90,000 - $100,000
Successful candidates will welcome the opportunity to work in a racially and gender-diverse environment and to contribute to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that we serve. Prior work with non -profit agencies or work on behalf of LGBTQ+ communities and/or people living with HIV is highly desirable. Experience working with other historically marginalized communities (in a professional or volunteer capacity) is also desirable.
This is a Hybrid position which requires some days in office
Salary range: $90,000 - $100,000
Salary Description
$90,000-$100,000 per year