Operations Assistant Jobs in Pennington, NJ (NOW HIRING)

I. MAJOR FUNCTIONS:

Under the direction of the Executive Director, The Business Operations Assistant (BOA) is the personal/confidential assistant to the Executive Director (ED), and works closely to support the Operations, Membership & Programs (OMP) Manager (NASW-NJ).  The BOA is responsible for coordinating and administering the daily administrative and financial responsibilities of the chapter.  The BOA provides high-level administrative and operational coordination to support the Executive Director and the overall functioning of the NASW-NJ and NASW-PA. The BOA frequently represents the Chapter Executive Director in a variety of situations to resolve problems and maintain effective employee and public relations and on-going chapter operations.

This role manages executive scheduling, governance logistics, communications coordination, chapter finances, and priority operational projects to ensure alignment across chapter initiatives. The BOA serves as a central coordination point between leadership, staff, and volunteer leaders to support efficient decision-making and execution.  This position provides guidance and consultation on administrative matters and keeps superior informed of sensitive issues and potential problems.  The BOA screens and prioritizes the Chapter Executive Director’s mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by other staff personnel for superior's signature; compose and signs correspondence or composes reply for the Chapter Executive Director’s signature. 

The BOA analyzes and makes recommendations regarding business operating practices, policies and procedures to ensure smooth and efficient office operation.  The BOA maintains daily engagement calendar of the Chapter Executive Director (info calendar); screens requests for appointments and notifies the Chapter Executive Director of action taken; manages communication for board, committee, and other meetings; collects and compiles materials and pertinent information for same and briefs Chapter Executive Director. The BOA is responsible for researching, compiling, evaluating, and preparing data for studies, reports and special assignments.

II. BASIC DUTIES AND RESPONSIBILITIES:

Administrative:

• Receives, scans, and coordinates mail.
• Accesses all internal mailboxes (i.e. info, membership, advocacy, etc.) and manages the Info mailbox ensuring a timely response to all communication.
• Answers the primary chapter phone lines, including the Executive Director’s line.
• Manages the chapter calendar, including the coordination of all meetings such as board, committees, conferences, travel, etc.
• Screens and prioritizes the ED’s mail, requests for the ED to attend events/meetings, and all documents requiring signature.
• Maintains confidential files for the chapter.
• Prepares a variety of materials from written drafts, audio recording transcription, etc. as needed.

Finance:

• Point of contact for the execution of all finances for both chapters, including sponsorships, partnerships, contracts, etc.
• Manages incoming checks and electronic payments.
• Maintains record of all funds received by the chapter.
• Assists with management of the National PN3 system, processing bills, coding invoices, issuing refunds, before routed to the Executive Director for approval.

Additional Responsibilities:

• Other duties as assigned by Executive Director and Operations Manager.
• Attends chapter events, such as annual conferences, Fall events, and support for workshops as needed.
• This position supports work in the States of New Jersey and Pennsylvania, with in-person meetings primarily taking place in Princeton, NJ and Philadelphia, PA, if needed.
• This position qualifies for telework arrangement, as outlined in the chapter policy, but is required to work in-person at least two days per week. 
• This position will need to have access to reliable transportation and be available to be in the field, if needed.

III. MINIMUM WORK REQUIREMENTS:

Skills:

• Exceptional verbal and written communication skills.
• Strong organizational and time management skills; able to manage multiple priorities effectively.
• Ability to build trust and collaborate across sectors and with diverse stakeholders.
• Critical thinking, problem-solving, and analytical skills.

Knowledge:

• Bachelor’s degree.  Experience supporting leaders in nonprofit, association, or professional membership organization leadership roles.
• Requires experience and skills with Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.  Strong project and financial management software/abilities, i.e. QuickBooks.
• Technical proficiency including digital phone systems, cloud-based document storage, Zoom management, organizing data, etc.
• Demonstrated operational and program management experience.
• Strong collaboration and stakeholder engagement skills.

Experience: 

• Minimum of 3 years’ experience in operational administration, continuing education program management, or a related field, preferably within a nonprofit setting.
• Experience planning events, workshops, or trainings a plus.
• Experience with budgeting a plus.

IV. ATTRIBUTES

• Results driven: This individual sees the big picture, assists with the development and monitoring of key performance metrics to produce the desired results. 
• Strong business acumen: This individual sees opportunities and emerging trends, and is knowledgeable about the operations, unique needs, and goals specific to member-driven, not-for-profit organizations. 
• Partnership: This individual is able to build trust internally and externally and must be viewed as highly professional, discreet, and accountable.
• Organizational agility: This individual has a thoughtful, respectful communication style that fosters an open environment, enabling thought-provoking discussions and collaborative decision making. 
• Perceptive:  This individual is creative and intuitively recognizes opportunities and takes appropriate action.