Position Purpose:

The Operations Assistant provides general operations assistance by performing day to day facilities maintenance, meeting room reservation management, and administrative support at the Foundation.

Responsibility Level:

The Operations Assistant reports directly to the Administrative Officer/Corporate Secretary.

Essential Functions:

Facilities:

• Receive and coordinate all facilities-related service requests.
• Daily monitoring, scheduling, facilitation and/or performance of appropriate maintenance, service, and repairs of the building including but not limited to fixtures, sound, lighting, window coverings, air/HVAC systems, doors, electrical, flooring, kitchens, pest control, building security system, sprinkler/fire alarms, plant service, restrooms, appliances, shredding, clocks, furniture, and general office equipment.
• Communicate and coordinate with janitorial staff, building engineer, and property managers as needed to complete facilities related tasks.
• Assist with hoteling desk maintenance, including supplying appropriate workstation components and accessories.
• Assist with building access, programming and monitoring of special door schedules.
• Monitor and maintain emergency supplies, including water, food, supplies, masks, and test kits.
• Assist with installation/de-installation of art exhibitions, including scheduling conference room and building access, alarm schedules, ordering of supplies, access to ladders, certificates of insurance, etc.
• Facilitate recycling, e-waste and junk collection as needed, including annual review of department libraries for clean out.

Conference Rooms:

• Daily monitoring, scheduling, training, and facilitation of MCF’s meeting room reservation program, including but not limited to ensuring all documentation is received, training is completed, and user compliance of meeting room policies and procedures.
• Maintain conference rooms including re-stocking of supplies and preparing the rooms for use, including for after-hours meetings.
• Provide meeting set up and break down support for President’s office and Operations team.

Administrative Support:

• General administrative support as requested.
• Back up reception coverage.
• May serve as designated Emergency Response Team staff for department.
• Performs other duties as assigned.

Performance Standards:

The Operations Assistant will be evaluated by the Administrative Officer/Corporate Secretary on his or her ability to perform the essential functions of the position, the ability to utilize the skills described below; the ability to meet annual individual and departmental goals; and the ability to complete job duties in a professional, dependable, cooperative, and timely manner. The incumbent will also be evaluated on her/his communication skills and professional interactions with staff, directors, and community members, as well as the ability to listen carefully, think critically, and understand issues.

Knowledge, Skills, and Abilities:

• A.A. degree required or High school diploma/GED and 4 years of work experience as described in the essential functions of the job description.
• Ability to learn new technology, navigate establish systems, and uphold policies and protocols (training provided).
• Conduct training on meeting room technology, systems, and protocols for new users.
• Ability to think critically, troubleshoot independently, develop solutions, and perform or schedule facilities-related tasks.
• Excellent ability to prioritize, organize, research, implement and manage multiple competing assignments and responsibilities with a strong attention to detail.
• Proficient writing, editing and proofreading skills with the ability to gather, organize and share information appropriately.
• Intermediate proficiency with Microsoft Office (Outlook, Word, Excel), and the ability to effectively utilize proprietary software.
• A high level of customer service and communication skills (listening, interpersonal, oral, and written).
• A high degree of professionalism, dependability, confidence, and flexibility that allows the incumbent to work collaboratively and effectively with clients and colleagues of diverse backgrounds.
• Excellent interpersonal skills with the ability to work well and communicate effectively in a team environment.
• Ability to develop and maintain a good working relationship with the Foundation staff, members of the community, elected officials, the media, colleagues in other foundations, and members of the nonprofit sector.
• High level of personal and professional integrity and ethics.
• Interest in philanthropy and the non-profit community.

Salary Range: $70,000 to $75,000 Per Year

If interested, please send resume and letter to Saúl Macias, VP for Human Resources