Job title: Operations Assistant
Location: Washington, DC
Classification: Regular, full-time, non-exempt
Organization: Campaign for the Fair Sentencing of Youth (CFSY)
Due: Applications will be accepted on a rolling basis until the position is filled
Position Available: Immediately
Overview of the position:
The Campaign for the Fair Sentencing of Youth is growing! Founded in 2009, the CFSY has continued to expand its reach and impact over the past decade, including to create opportunities for formerly incarcerated youth to thrive as adults and lead in their communities. As our work increases, so does our need for wide-ranging operational support.
The Operations Assistant is an entry-level position based in our DC office to support the behind-the-scenes needs that enable us to carry out our vital mission.
The Operations Assistant reports to the Managing Director and works in close collaboration with all staff.
- Manage regular all-staff meetings – collect agenda items, create and circulate the agenda in a timely manner for staff to review in advance, create and circulate link to video meeting access, take notes during the meeting, communicate relevant action items post-meeting as appropriate;
- Answer the phone and check voice mail regularly; forward calls and take messages as needed and appropriate;
- Distribute the mail;
- Welcome visitors;
- Ensure the office is stocked with supplies, is tidy, etc.;
- Ensure printer, fax machine, coffee machine, etc. work properly and are stocked as necessary; and
- Support other staff in developing, making copies of and collecting materials and information for a range of internal and external meetings and more.
- Responsible for staff travel – make directly or work with event planning consultants as appropriate to ensure staff have flight, train, rental car, hotel, and other reservations for work-related trips and events.
- Work with Operations department to ensure all new staff have the capital they need to do their job well; provide ongoing support to fulfill tech, office supply and other needs; and
- Manage internal social activities – circulate cards for various occasions; organize and plan staff gatherings and celebrations, including coordinating all staff members’ schedules; plan and implement welcome/goodbye parties; order food and decorations accordingly, etc.
- QuickBooks data entry, coordinating the reimbursement and check-writing process, making and logging deposits, managing petty cash and debit card, liaising with vendors/independent contractors, facilitating bill payments; collecting W-9s; record keeping;
- Bi-monthly, distribute timesheets in advance of the due date and collect completed timesheets once approved by managers; serve as liaison with Operations team to ensure timesheets are entered for payroll; and
- Assist with the annual audit.
- Work with Communications department to: support social media efforts, including updating announcements and messages on various platforms; track and manage website content; support development and distribution of Keep Informed newsletter and other communications sent via Mailchimp.
- Support a variety of department specific and org-wide events – help coordinate logistics, communicate internally and with external partners, help troubleshoot prior and on site as needed
- Ad hoc support. Other tasks may be assigned.
The ideal candidate will have office/administration experience whether in a volunteer, extracurricular, or entry-level professional capacity, an ability to engage and work with a diverse group of external stakeholders, demonstrated organizational and computer literacy (Outlook, Google Apps, video conferencing) as well as excellent writing abilities and attention to detail. Strong interest in criminal justice issues, particularly progressive reform to harsh juvenile sentencing practices in the United States, racial discrimination in juvenile justice, and/or human rights in the United States are required.
- Organized and detail‐oriented – maintains system for organizing work materials and responsibilities; able to function effectively under pressure and handle numerous tasks simultaneously
- Flexible – able to prioritize, take on unexpected tasks as they arise, adapt to changing priorities and schedules as needed
- Enthusiastic about learning – able to take guidance on assigned tasks, eager to gain new skills and be challenged, and seeks regular feedback on completed work
- Excellent communicator – good oral and written communication skills; honest and straightforward with questions and ideas
- Commitment to working as a team – friendly and courteous, willing to work closely with the geographically dispersed and diverse CFSY staff, including additional assistants, and as part of the larger community working to end life without parole for children; sees program and administrative support role as crucial to the success of the organization
- Self‐motivated and creative – takes initiative to start and develop new tasks when appropriate and works diligently to complete them without constant supervision
- Personable; has a communications style that engages others and motivates action
- An orientation toward superior customer service;
- Sense of humor
- Prioritizes self-care.
Beliefs and Traits:
- Passionate about ending the practice of sentencing children to life in prison without the possibility of parole and other extreme penalties;
- Belief that our society has failed the children impacted by life without parole and other extreme sentences and that we all have a responsibility to create avenues for their restoration and that of our entire community;
- Belief in the inherent good, dignity and humanity of all people regardless of race, sex, sexual orientation, gender expression, class, education level, zip code and more; and belief that every one of us is more than the worst things we’ve done or experienced;
Location and Travel:
This position is based at the CFSY’s headquarters in Washington, DC. Many staff work remotely throughout the country. The Operations Assistant may travel one or two times per year, most likely for our annual Convening. All business related travel will be paid for by CFSY in accordance with our travel policy.
Physical Environment and Equipment:
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The work is performed primarily in an office setting, with moderate background noise and requiring the ability to sit and/or stand at a workstation for extended periods of time;
- While performing the duties of this job, the employee is regularly required to: communicate effectively, and operate a computer and telephone;
- Specific vision abilities include close vision requirements due to computer work;
- Ability to travel regularly, including in a plane, train, car and occasionally public transportation;
- Ability to effectively use a telephone, including mobile phone; computer (with Microsoft and Google applications); keyboard; and video conferencing.
Compensation and Benefits:
The hourly wage for this position is $19.23, for an effective annual pay of $40,000. The CFSY also offers a generous benefits package, including employer‐paid premiums for a platinum individual health insurance plan, life and disability insurance, an Employee Assistance Program, sabbatical, and a 403(b) retirement plan. This position is full‐time and exempt.
How To Apply:
Email in a single attachment: a letter of interest, resume, names and contact information for at least three references, and an original, unedited writing sample no longer than two (2) pages to email@example.com in PDF format. Use “Operations Assistant” as the subject of your email and please format your PDF attachment “LAST NAME_Operations Assistant.” Only complete applications will be reviewed. Applications will be received on a rolling basis, and the position will remain open until filled. No phone calls.
The CFSY is committed to diversity, equity, and inclusion. People of color, individuals with disabilities, members of the LGBTQ community, and those with personal experience in the juvenile or criminal justice systems are strongly encouraged to apply.
To apply for this job email your details to firstname.lastname@example.org