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16 Nov 2020

Part-Time Part-time Operations Assistant (21-25 hrs/week)

New York Peace Institute – Posted by New York Peace Institute New York, New York, United States

Job Description


The Operations Assistant provides administrative and project support to the Operations Department. Areas of responsibility include managing financial and operational systems, monitoring administrative projects, and supporting the Administrative team as needed. Opportunities for professional development in the areas of mediation and conflict resolution will be available.

Key Responsibilities:

Operations support:

  • Maintain Organization’s records, files, receipts, and calendars
  • Manage Operations inbox and answer phone
  • Oversee purchasing of supplies including Personal Protective Equipment (PPE)
  • Assist in management of office systems, equipment, and vendor contracts
  • Assist with social media accounts and select marketing projects
  • Provide general administrative support to Operations Team, as assigned

Payroll Processing:

  • Collect and review time sheets from part-time employees and enter hours into payroll system

Finance support:

  • Perform Accounts Payable and Accounts Receivable duties, which include processing invoices, making deposits, and reconciling credit card statements
  • Compile statistical and financial reports
  • Upload banking statements and other financial records to ShareFile database
  • Support and respond to requests from external accounting team when needed

Grant Management Support:

  • Manage master contact lists in Mail Chimp and grant management software
  • Pull monthly donor report, enter gifts into system and process acknowledgements


  • Run monthly case correction reports in Caseload Manager (CLM) database
  • Responsible for pulling reports from CLM for grant applications and deliverables

Board Support:

  • Compile board meeting packets and assist with scheduling events and meetings.

Perform other related duties, as assigned.

Interacts with:

  • New York Peace Institute staff including Leadership Team
  • External vendors and service providers (IT, Accounting, Payroll, Copy Machine, IT, etc.)
  • New York Peace Institute Board of Directors


  • Bachelor’s degree or equivalent work experience.
  • Minimum of 1 year of administrative experience (or equivalent) required.
  • Proficiency with Microsoft Office applications, specifically Outlook and Excel.
  •  Strong organizational skills and superior attention to detail.
  • Demonstrated ability to multi-task and prioritize multiple priorities.
  • Ability to self-direct, with a high sense of accountability.
  • Excellent written and verbal communication skills.
  • Pro-active problem solver.
  • Commitment to the mission and values of New York Peace Institute and to creating a diverse,equitable, and inclusive work environment.

Working Conditions:

Due to COVID-19, this position will remain remote until further notice but will be based in New York, NY after the pandemic.

Additional Information:

New York Peace Institute strives to be a diverse, equitable, and inclusive organization. We are committed to building a talented team that reflects the diverse backgrounds of the communities that we serve. As an Equal Opportunity Employer, we prohibit any form of discrimination based on race, color, ethnicity, religion, creed, sex, gender (including gender identity and expression), sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, or other characteristics or any other basis prohibited by any applicable federal, state, or local law.

How to Apply

Please submit your cover letter and resume to Please write Part-time Operations Assistant in the subject line. Due to the high volume of applications received, only those selected for an interview will be contacted.

Job Types: Part-Time.

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