Operations Coordinator (Per-Diem)
Full Time
Manhattan, NY 10007
$29.61 - $34.05 an hour
Posted
Job description
New York City is home to approximately 1.64 million older adults, and the Department for the Aging, NYC Aging, is committed to helping them age in their homes and communities. The mission of NYC Aging is to eliminate ageism and ensure the dignity and quality of life of diverse older adults. NYC Aging also works to support caregivers through service, advocacy, and education.
The Foster Grandparent Program advances intergenerational understanding, life-long learning, competencies, mutual respect, and social responsibility through transformational educational exchanges for generations of youth, and communities, supported by dedicated volunteers and professional staff, this role as the Training Coordinator will this role will supervise the community engagement managers (EM) work in compliance, orientations, volunteer recruitment and in-service trainings, and support.
Duties and responsibilities include:
Accounts Payable Operations Management:
Data Management:
Volunteer Station Support:
Volunteer Management:
The Foster Grandparent Program advances intergenerational understanding, life-long learning, competencies, mutual respect, and social responsibility through transformational educational exchanges for generations of youth, and communities, supported by dedicated volunteers and professional staff, this role as the Training Coordinator will this role will supervise the community engagement managers (EM) work in compliance, orientations, volunteer recruitment and in-service trainings, and support.
Duties and responsibilities include:
Accounts Payable Operations Management:
- Daily interaction with and use of the agency's proprietary systems and database systems including Programs Client Payroll System.
- Assist team members with the performance of their volunteer facing timekeeping operations duties.
- Support the volunteer portfolio and stipend/ reimbursement management through data validation.
- Work with the Operations Associate and FGP team overseeing the delivery of archive material to internal fiscal teams.
- Assist the team with the drafting of purchase orders and invoice coding and other financial records keeping.
- Attend programming team and staff meetings.
- Support in the Preparation and process expense reports ensure timely repayment of corporate credit cards, month-end reporting as needed and any financial audits.
- Ensures confidentiality corporate and financial information.
- Performs other duties as assigned.
Data Management:
- Maintain and input accurate and complete data for all volunteers.
- Collect and submit reports as needed.
Volunteer Station Support:
- Regularly communicate with site/station partners to ensure that the volunteer stations meet specified requirements, in accordance with the FGP handbook and MOU Agreement, to support the volunteers placed at their station.
- Conduct site visits to volunteer stations, including meeting with the Foster Grandparents, monthly or more as needed.
- Communicate, as needed, with site personnel and volunteers to ensure that volunteers are working appropriately and effectively and according to program guidelines.
- Maintain a positive, working relationship with all station(s) and community partners to ensure continued contract compliance.
Volunteer Management:
- Maintain comprehensive records management to include intake, eligibility assessments, program monitoring, and evaluation.
- Collect various forms to include health screenings, volunteer applications, financial records, etc. on an annual basis (or as needed) and to ensure program compliance.
- Approve time-sheets, meal, and travel information to ensure proper payments.
- Assist with the planning and implementation of the Program’s annual recognition event for volunteers and other participants' activities.
- Provides referral for benefits and entitlements to volunteers who need social services.
- Support unit in volunteers and volunteer stations trainings, orientations, and other programmatic supports.
Minimum Qual Requirements
1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.
Preferred Skills
- Must be able to establish and maintain effective working relationships with coworkers, Foster Grandparents, and staff at community organizations.
- Must be able to demonstrate strong networking and interpersonal skills along with the ability to initiate, manage, and follow-through on projects.
- Should be able to work independently and as part of a team, and with all levels of staff and Foster Grandparent Volunteers.
- Should possess excellent oral and written communication skills with the ability to communicate effectively with potential candidates in a professional, knowledgeable, and engaging manner.
- Excellent data management and quality assurance skills and the ability to perform record keeping and contract compliance a plus.
- Previous experience in duties related to payroll processing, financial record keeping, and other accounts payables a plus.
- Previous experience in the field of Client Relation Management a plus.
Additional Information
This Per Diem position is full-time (35 hours per week) and is paid an hourly rate. Per Diem employees who work 35 hours/week receive health and dental benefits. Leave accrual rates for annual leave and sick leave is based on hours worked. Paid holidays will commence after 18 months of full-time employment.
To Apply
Please be sure to submit a resume & cover letter when applying.
All current City Employees may apply by going to Employee Self Service (ESS) http://cityshare.nycnet/ess
Click on Recruiting Activities/Careers and Search for Job ID #580538
All other applicants, please go to www.nyc.gov/careers/search and search for Job ID#580538
Please do not email, mail or fax your resume to DFTA directly.
All current City Employees may apply by going to Employee Self Service (ESS) http://cityshare.nycnet/ess
Click on Recruiting Activities/Careers and Search for Job ID #580538
All other applicants, please go to www.nyc.gov/careers/search and search for Job ID#580538
Please do not email, mail or fax your resume to DFTA directly.
Public Svc Loan Forgiveness
As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at StudentAid.gov/PSLF.
Residency Requirement
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
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