The Legal Aid Society of Rochester, New York · 1 hour ago
Operations Administrator
Rochester, New York, United States
Full-time
Onsite
Mid, Senior Level
$57K/yr - $67K/yr
3+ years expThe Legal Aid Society of Rochester, NY is seeking an Operations Administrator to provide leadership and support across all operational areas. This role involves supervising receptionists, collaborating with senior leadership, and ensuring effective office management and compliance with organizational policies.
MedicalNon Profit
Responsibilities
Provide and oversee overall management of office facilities, systems and operations to ensure program staff have the support needed to perform their duties for the main and satellite offices
Oversee office operations and facilities, including coordination with the facility manager, conducting daily walkthroughs, arranging for repairs, and monitoring HVAC, lighting, restrooms, and equipment for the main and satellite offices
Assist with employee onboarding, orientation, attorney registration, professional memberships, and notary/secure pass administration as needed
Supervise, train, and evaluate Receptionists, providing backup coverage as needed, ensuring seamless front desk operations, and maintaining receptionist manuals, equipment, and procedures
Serve as primary liaison with external program partners to coordinate reception services and resolve issues
Manage and maintain organizational insurance policies (including General Liability, Directors & Officers, Disability, Workers’ Compensation, Cyber Insurance and Malpractice Insurance), including applications, quotes, renewals, and certificates of insurance
Manage upkeep, repair, and supply inventory for office equipment (copiers, postage machines, phones, etc.)
Research vendor quotes, oversee purchases, manage vendor contracts and services (janitorial, document destruction, language vendors, furniture), and ensure supply room and copy rooms are stocked
Maintain legal library resources, including Westlaw access, staff accounts, publications, and updates
Organize and oversee file storage and certified destruction of closed files
Coordinate LASROC events including securing a room, ordering food and tracking staff attendance
Provide administrative support to the Communications and Recruitment Administrator, who is responsible for LASROC interns and volunteers
Collaborate with CFO and CEO on special projects and administrative initiatives as requested
Provide leadership and direction to direct reports, including recruitment, training, and performance management
Set clear expectations, goals, and priorities for team members and monitors their progress towards achieving them
Conduct regular one-on-one meetings with direct reports to provide feedback, support their professional development, and address any performance issues
Delegate tasks and responsibilities effectively, balancing workload and ensuring optimal utilization of team resources
Foster a collaborative and inclusive team environment, encouraging open communication, idea sharing, and teamwork
Mentor and coaches team members to enhance their skills, knowledge, and career growth within the company
Lead by example, demonstrating professionalism, integrity, and a commitment to the organization's values and culture
Handle escalated issues or conflicts within the team, providing guidance and facilitating resolution in a timely and effective manner
Collaborate with other departmental managers and stakeholders to ensure alignment of Talent Operations initiatives with broader organizational goals and objectives
Prepare performance evaluation documentation; reviews and conducts performance evaluation meetings
Review and approves associate’s timecards and manages time off requests
Qualification
Required
Bachelor's degree in business administration, Management, or related field preferred; or an equivalent combination of education and experience
3–5 years of office administration, operations, or management experience
Strong organizational, problem-solving, and communication skills
Proficiency in Microsoft Office Suite; familiarity with financial/HR systems preferred
Ability to manage multiple priorities with accuracy and attention to detail
Discretion in handling confidential information
Commitment to social justice and a passion for serving underprivileged communities
Preferred
Supervisory experience preferred
Benefits
Paid Lunch Hour
Employer contributions toward health and dental insurance plans
Up to: 15 days of vacation to start (More based on experience)
96 hours of sick leave
48 hours of personal time
14 paid holidays a year
$600 per year internet stipend
3% match on the 401(k) or Roth 401(k) plan of your choice
5% language differential for being proficient in a program-relevant language
Free Parking
Professional development opportunities
Public Service Loan Forgiveness qualifying employer
Company
The Legal Aid Society of Rochester, New York
The Legal Aid Society of Rochester, NY provides civil legal services to residents of Monroe and 13 surrounding counties who otherwise could not afford them.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase