Operations Associate

Job Description

Job Description

Description :

JOB TITLE : Operations Associate

REPORTS TO : Senior Director of Operations

SCHEDULE : Monday-Thursday (10 : 00am-3 : 00pm)

STATUS : Part-Time, 20 hours / week, Non-exempt

CELL PHONE : Reimbursement for use

DRIVER POSITION : Yes [ If yes, see driving policy below]

SALARY RANGE : $22.00 / hr

Safe Place for Youth (SPY) is growing! We’re excited to expand our programs and services, creating new opportunities to support youth experiencing homelessness.

ABOUT US :

Safe Place for Youth (SPY) is the leading service provider for youth experiencing or at-risk of homelessness in West Los Angeles. Founded in 2011, our agency offers trauma-informed, low barrier programs that support young people in exiting the streets and achieving stability so that they can thrive, not just survive. Our robust continuum of care includes street outreach, drop-in services, health and wellness programming, case management, education and employment services, and housing programs.

SPY is a unique social impact agency that is committed to overcoming structural barriers to equity, community collaboration, and innovative youth-focused programming. If you have the skills, passion and collaborative spirit, join our growing team of over 100 employees.

SPY strives to attract and develop individuals who reflect a broad spectrum of diversity, including (but by no means limited to) racial, ethnic, gender identity and socioeconomic dimensions. We believe that inclusion of diverse perspectives is essential to achieving long-term, systemic change. We explicitly seek applications from those who self-identify as coming from historically marginalized populations to enrich and elevate our equity-centered approach to problem-solving.

ABOUT THE ROLE :

The Operations Assistant works under the supervision of the Senior Director of Operations. The Operations Assistant supports the organization’s operations team with a variety of administrative tasks, including but not limited to managing vendors, creating purchase orders and expense requests, corresponding with staff and external stakeholders, conducting administrative work, and planning meetings and events. To be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance.

WHAT YOU’LL DO :

• A wide range of administrative tasks to support the Senior Director of Operations.
• Define, maintain and refine internal processes that support to the operations team, coordinating internal and external resources to expedite workflow
• Log, open, sort and distribute incoming mail
• Conduct onsite and offsite assignments, coordination and purchases
• Prepare meeting agendas and materials, and take meeting minutes
• Prepare contracts and agreements for execution
• Prepare PowerPoint presentations
• Monitor budget including developing tracking mechanisms, tracking expenditures, providing reports, and liaising with finance. Maintaining expenditures and reconciling accounts; use budget tracking tool
• Create purchase orders and expense forms; track and file invoices and expense forms
• Participate in meetings as directed : generate agendas, record minutes, and support with follow-up and deliverables.
• Creating presentations, documents, files, spreadsheets, and databases
• Support the HR department with admin functions as needed
• Perform administrative work such as scanning, filing, making copies, entering data, etc.
• Supports COO in creating a sustainable and vibrant staff culture
• Support with COVID-19 policy enforcement and tracking as needed
• Support with HR tasks as needed
• Multitask across multiple projects, triaging as necessary to ensure success
• Maintain professionalism and strict confidentiality with all information and materials; exercise discretion
• Order business cards for staff and manage business card submissions
• Other duties and responsibilities as assigned to support the mission of the program and organization.

Requirements : WHAT YOU’LL NEED :

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS :

SPECIAL CONDITIONS :

Mandated Reporting Requirements : The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

COVID-19 Vaccination Requirements : Effective August 9, 2021, the State Health Officer has mandated that all workers, paid or unpaid, in homeless services organizations must provide proof of vaccination. If eligible for a booster shot, proof of booster is also required. If not fully vaccinated, weekly COVID-19 testing is necessary depending on the program. Please submit proof of vaccination to HR@safeplaceforyouth.org. To request a reasonable accommodation or exemption, please get in touch with HR at the same email address. It's important to note that these accommodations are limited.

Driver Positions :

Applicants are required to provide a copy of their driving record from the Department of Motor Vehicles, along with a copy of their valid driver’s license and proof of insurance. Job offers are contingent upon a satisfactory driving record. Examples of an unsatisfactory driving record include :

The motor vehicle record will need to include a review of all states listed on the individual's employment application and resume. See instructions on obtaining your driving record below :

https : / / www.dmv.ca.gov / portal / customer -service / request-vehicle-or-driver-records / online-driver-record-request /

For driver positions, driving is an essential job function and cannot be reasonably accommodated, employment may be discontinued.

NOTE : All staff members will be considered introductory employees for the first three months of employment and will not be considered regular employees until the conclusion of this period. SPY reserves the right to extend an employee’s introductory per iod. In no way does the expiration of this introductory period change the fact that all employees are at-will. It is the supervisor’s responsibility to orient the employee and to communicate the expectations of the supervisor and SPY, as well as to evaluate whether the employee has the necessary level of skill, job knowledge, motivation, and attitude to become a regular member of the SPY staff. New employees are also encouraged to seek guidance and assistance during this period. Employees who fail to demonstrate the expected commitment, performance and attitude may be terminated at any time during the introductory period. However, completion of the introductory period does not change or alter the “at-will” employment status. Employees continue to have the right to terminate their employment / business relationship at any time, with or without cause or notice, and SPY has the same right. The organization, in its sole discretion, may change the job duties, responsibilities and assignments of any position, at any time.

BENEFITS & PERKS :

Safe Place for Youth offers a competitive benefit package including comprehensive health coverage, 403b with agency contribution, and vacation / sick time. We also offer unique perks including weekly meditation / mindfulness and professional development opportunities that are tailored to your individual career growth.

EEO STATEMENT :

All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. Safe Place for Youth does not discriminate on the basis of any protected status under federal, state, or local law.

Safe Place for Youth is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider employment-qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Please include references in your application.