Office and Operations Coordinator

Crown Heights Community Mediation Center
Brooklyn, New York

The Center for Court Innovation, a project of the Fund for the City of New York, is a non-profit organization that promotes new thinking about how to reduce crime and incarceration while strengthening public trust in justice.  The Center creates operating projects, including the award-winning Red Hook Community Justice Center and Midtown Community Court, that have been documented to improve public safety and reduce the use of jail and prison.  Nationally and internationally, the Center performs original research on topics of justice reform and provides consulting services to criminal justice innovators.

One of these operating projects is the Crown Heights Community Mediation Center. Operating out of four storefronts in Central Brooklyn, the Mediation Center provides anti-violence programs, youth programs and resource links to community residents. Its mission is to encourage communication and understanding, prevent future conflicts, and help foster stronger, healthier neighborhoods. 

The Crown Heights Community Mediation Center is seeking an Office and Operations Coordinator. Reporting to the Project Director, the Office and Operations Coordinator oversees the facilities and administrative aspects of the Mediation Center, an ever-growing, multi-site project, consisting of several programs both in Crown Heights and Bedford-Stuyvesant and close to thirty staff members. The Coordinator will play an integral role in keeping the office organized, maintaining various contact databases, and performing necessary fiscal duties. The position will support four offices, three in Crown Heights and one in Bedford-Stuyvesant.  S/he will operate out of one of the Crown Heights offices.

Responsibilities include but are not limited to:

  • Liaise with various departments within the Center for Court Innovation in order to assist staff as needed
  • Maintain phone list, extension list, emergency forms, and staff schedules
  • Coordinate conference rooms and scheduling for multiple offices
  • Plan internal community building activities (holiday parties, birthday parties, etc.)
  • Send “all staff” emails about vacation, year-end closing, special events, and make sure all staff are informed about directions or information coming from Center for Court Innovation’s main office
  • Maintain press packet information
  • Coordinate cleaning services and security services
  • Onboard and orient new staff
  • Oversee purchasing, stocking and tracking of postage, program participant incentives and Metro Cards
  • Coordinate interdepartmental mail
  • Oversee MailChimp and community contacts (rolodex)
  • Coordinate site visits from international and national visitors
  • Ensure that all websites are up to date with staff bios, pictures, job titles and any other pertinent information
  • Develop and maintain relationships with external vendors
  • Assist staff with acquiring operational equipment.
  • Track communication with tech support to make sure that any broken tech equipment is fixed
  • Maintain a system for safekeeping of electronic/equipment
  • Work closely with the Project Director to track important dates and deadlines for grants
  • Ensure spend down and monthly spending targets are on track and accurate
  • Assist with the creation of spreadsheet and charts that help track the work
  • Support all of the administrative staff in facilities management  
  • Ensure that offices and the sidewalks in front are safe, clean, and inviting
  • Communicate with landlords for multiple offices
  • Manage facilities emergencies, urgent issues and day-to-day concerns
  • Maintain storage units and ensure they are being used effectively
  • Responsible for the overall fiscal activities at the Mediation Center
  • Complete appropriate forms for reconciliation, staff reimbursement, staff travel, vouchering and billing and send them to appropriate departments
  • Maintain a filing system for receipts and invoices
  • Ensure that all purchases are made with tax exempt status
  • Keep track of budgets and assigning expenses to appropriate budgets
  • Keep track of Metro Cards ordering and MetroCard logs
  • Make office supply purchases for multiple offices and provide support for all staff who have administrative responsibilities at multiple locations
  • Manage donations which includes sending the check to central office and ensuring a thank you note has been sent,
  • Assist with mass mailings
  • Coordinate vehicle related expenses and purchases
  • Reconcile American Express purchases in conjunction with the Center’s fiscal department
  • Attend monthly office manager meetings at the Center for Court Innovation
  • Attend weekly strategy meetings with Mediation Center staff 

Qualifications: The ideal candidate will have a degree in business administration or a related field and a minimum of 5 years of experience.  Excellent written skills are a must.  Candidate must be skilled communicator able to work in multi-disciplinary setting and maintain strong relationships with multiple agencies and organizations both onsite and in the community. Must have excellent time management skills and the ability to prioritize. Must be courteous, have excellent communications skills, and be comfortable working with people from a diverse range of backgrounds. The ideal candidate will have an interest in community-building and anti-violence work, and some familiarity with Central Brooklyn. Candidates should understand that this is an administrative position not a program position, he or she will not work directly with the Mediation Center’s clients.

Competitive salary commensurate with experience and excellent benefits package.
Deadline to Apply: 
October 20, 2017
How to Apply: 

Send resume, cover letter, and salary requirements to:
Subject line: Office and Operations Coordinator

Note: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete an employment eligibility verification document form upon hire. Only applicants under consideration will be contacted. No phone calls please.

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