Operations Associate
Job Description
Department: Administration/Operations
Employment Type: Full-time
Location: Houston
Supervisory: No
Union position: Yes
Pay Grade: L1 (60,000 -84,000)
Pay Class: Non-exempt
The Operations Associate is responsible for the day-to-day coordination and management of the organization’s operational activities. This role requires a minimum of 24 hours each week working in-person/on-site and serves as the point of contact for office operational needs and supporting the facilities and teams. The Operations Associate provides general support for administration, facilities, development, IT, and newly hired employees. The Operations Associate’s duties and departments include data entry, organizing, scheduling, communications and training with staff, customer service communications, and processing orders.
RESPONSIBILITIES
Office Operations and Facilities Management:
- Keep the office, storage, and kitchen areas organized, stocked, and clean.
- Partner with building management for maintenance and create a comfortable environment.
- Implement and train staff on facilities security/safety plans.
- Maintain a current staff directory with multiple levels of connectivity.
- Maintain relationships with office supply vendors.
- Maintain equipment needs for all regional offices.
- Assist in other tasks related to office and facilities management.
- Perform administrative duties (data entry, gift entry, supply orders, processing special orders, expense reports, building spreadsheets, and templates, etc.).
- Provide operational support for events and in-person meetings.
- Assist with scheduling meetings, managing calendars, and coordinating logistics for organizational events.
- Assist in coordinating travel arrangements and expense reimbursements for staff.
- Assist with general communications (mail, acknowledgement letters, phone calls, general emails, voicemail, visitors, etc.).
- Attend and assist the Admin and Ops team at ACLU functions such as membership conferences, events, receptions, and board meetings.
IT and Technical Support:
- Assist in managing local hardware asset inventory, including tracking technology in the office or distributed to employees.
- Assist with setting up hardware (mainly laptops) for new employees or upgrades.
- Maintain office conference room technology. Train employees on how to use equipment.
- Report on all systems improvements/changes on a quarterly basis.
- Maintain and monitor a high degree of confidentiality and ethics regarding the information being processed, stored, or accessed by staff and on our networks.
New Hire Support:
- Support the recruiting team with the New Hire Welcome Process.
- Administer office access (guest and employee).
- Help new hires connect to organizational systems and portals.
- Assist with onboarding new hires and interns.
