POSITION DESCRIPTION

Job Title:                    Operations Associate                        Reports To:                Executive Vice President

Position Type:           Non-Exempt                                       Schedule:                   Full-Time                               

Remote Work:           Five days in the office. Subject to change.

The Organization                                                                 https://www.connellyfdn.org/

Inspired by its Catholic heritage, Connelly Foundation’s mission since its founding in 1955 is to improve the quality of life in the Philadelphia region by supporting charitable organizations in the areas of education, human services, culture, and civic life that strengthen resilience and help people to flourish. The work of the Foundation is principally driven by its founders’ John and Josephine Connelly’s personal charitable principles, with an emphasis on strengthening Catholic education, and providing help and opportunity to the needy. In 2023, the Foundation anticipates awarding over $15 million in grants across its education, human services, culture, and civic renewal portfolios.

The Connelly Foundation is committed to the goal that all families interested in a Catholic education should have access to high-quality school and ongoing support to help their children thrive academically, pursue their passion, and become productive citizens in a democracy. The Foundation pursues this goal primarily through merit-based scholarships, counseling, and enrichment for exceptional graduates of K-8 Catholic schools in the Philadelphia region.

POSITION SUMMARY:

The Operations Associate serves as the first impression for the Connelly Foundation and will represent the Foundation professionally in dress and manner.  The Operations Associate serves as a liaison for the entire staff via phone, greeting visitors, directing communications, taking care of hospitality such as refreshments for visitors and assisting with the food/beverages for the Board and other meetings.   The Operations Associate orders and maintains office supplies and when received puts them in their appropriate place and is also responsible for the order and cleanliness of the kitchen and supply room.  In addition, the Operations Associate assists with initiatives and other program-related tasks as requested by management.

Communication Duties:

Answers phone calls, assists callers with information, and directs calls to the appropriate person. Maintains a phone record log, provides monthly phone report, and maintains and updates a knowledge base that includes standard responses to grantees, scholarship inquiries, and solicitation calls as example.

Assists visitors –Assists anyone coming to the Foundation – offers refreshments, hangs up coats, indicates seating area.

Handles business personnel who make deliveries.

Coordinates and sets up/cleans up refreshments for meetings and luncheons.  Occasionally will need to arrive at the Foundation early to help set up a meeting.

Maintains order and cleanliness in the kitchen and overall cleanliness of the office, workroom, and reception areas. Starts and unloads dishwasher daily.

Ensures that adequate supplies for all equipment are on hand.  Assists with upkeep of copier, postage machine, and other office equipment as requested.

Circulates and distributes daily mail and sends trustee mail weekly by U.S. postage.

Checks and distributes info email account outreach on daily basis.

Provides monthly spending reports, website activity reports, phone reports, and IT reports.

Assists with making copies, filing, and imaging.

Supports staff meetings in every aspect as asked and takes minutes of meetings.

Maintains inventory databases.

Scans events and creates paperless post and updates event spreadsheet. Supports events and event planning as requested.

Provides travel and scheduling support as requested.

Program and Finance Related Duties:

Serves as back-up in the absence of other Administrative Assistants.

Assists with the Foundation’s initiatives programs including mail merges, labels, photocopying, nametags, and any other duties required for the success of the initiatives.  Attends special events as requested.

Assists the scholarship program with administrative support including, but not limited to, summer scholar program, survey development and collection, rsvp for events, database updates, and tasks as requested.

Assists finance with clerical/posting duties related to bill.com and MAS90.

Process accounts payables and grants payable on a weekly basis. Maintain payable files. 

Assist with special finance related projects, clerical, and administrative tasks.

Provides administrative support towards production of the monthly trustee report. 

QUALIFICATIONS:

Good organizational, communication, and interpersonal skills. 

Excellent writing and grammar skills.  Ability to compose letters once given an outline of elements to include in the correspondence.

Needs to have a pleasant, positive, polished, and upbeat manner in dealing with people on the phone and in person. 

Computer skills (Microsoft Office)—particularly word-processing and spreadsheet skills.  Access and PowerPoint a plus.

Confidentiality, flexibility and diplomacy essential. 

Must be able to work as a team member but also able to work independently. 

Detail-oriented and accurate.

Able to handle several tasks at once, to prioritize, and meet deadlines. 

MINIMUM EDUCATION AND EXPERIENCE:

Associate’s degree preferred.

Experience as an administrative assistant preferred.

This job description is subject to change at any time.  This description reflects essential functions and management reserves the right to assign or reassign duties and responsibilities to this job at any time.  Qualified applicants will be considered for employment without regard to age, race, color, religion, national origin, sex, sexual orientation, gender identity, disability, veteran status or any other protected characteristic.