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Administrative Operations Assistant

Poughkeepsie, NY 12603

Posted: 03/06/26 Employment Type: Temp To Perm Job Number: 15911 Pay Rate: 25.00

Job Description

Job Title: Administrative/Operations Assistant 
Department: Operations 
Reports to: Director of Operations 
Job Status: Part-Time 
FLSA Status:  Hourly 20 hours a week over 5 day’s
Payrate: $25.00
Location: Poughkeepsie
 
 
General Purpose 
The Administrative/Operations Assistant is a vital part of the Operations team, responsible for ensuring the smooth and efficient functioning of day-to-day office activities. This position provides comprehensive administrative excellence, logistical, and operational support across departments using Monday.com or similar platforms, helping to maintain organized systems, facilitate communication, and uphold a professional and welcoming office environment. The role includes managing calendars and meetings, supporting correspondence and systems documentation, coordinating office and IT operations, assisting with financial and data entry tasks, and contributing to facilities coordination. This role is critical to helping the team stay organized, efficient, mission focused, and aligned to accomplishing our client’s strategic plan. 
 
Essential Job Functions  
This role requires a self-starter who thrives in a collaborative environment. The ideal candidate is detail-oriented, proactive, and adaptable, with strong organizational and communication skills.   
 
Key Responsibilities (Part-Time Role) 
  • Administrative Support  
  • Manage incoming mail and route it appropriately. 
  • Track and order office supplies across departments. 
  • Organize our client’s -wide calendars. 
  • Maintain physical and digital Operations filing systems. 
  • Ensure smooth operation of office equipment and IT coordination, with occasional coordination of IT support for staff with IT vendor during non-busy seasons. 
  • Office and Visitor Coordination 
  • Serve as the first point of contact for general inquiries (phone, email, visitors), directing questions appropriately and providing a professional, organized, and welcoming experience. 
  • Help maintain shared office areas such as the kitchen, conferences rooms, and lobby area. 
  • Manage Operations vendor relationships, including communications with Property Management companies in relation to Poughkeepsie and Kingston office spaces. 
  • Financial and Grant Support 
  • Receive checks in the mail, perform daily check scanning and deposits ensuring accuracy and timeliness. 
  • Prepare check requests and entering vouchers. 
  • Support donation entry for our client’s supporting organization. 
  • Process and verify grant checks by monitoring the Grants Team inbox, confirming vendor and recipient details, formatting and printing checks, and performing final quality checks. 
  • Assist with final grant payment data entry. 
  • Follow up on stale grant and voucher checks to be refunded, canceled, or reissued. 
  • Data and Database Management 
  • Assist with ongoing data entry, cleanup, and maintenance tasks. 
  • Serve as backup for database updates and record maintenance including supporting donor communications by ensuring accuracy, consistency, and alignment with style guidelines. 
  • Event and Facilities Coordination 
  • Assist with operational logistics for organizational-wide internal and external events, workshops, and meetings (3-5 per year). 
 Physical Requirements:  
  • Office environment: Predominantly operates in an office environment. 
  • Moving and lifting: Some work (less than 5%) requires moving and lifting of equipment during events. 
 Qualifications:  
  • Minimum of 3-5 years in administrative support or a similar role, preferably in the nonprofit sector.  
  • Strong organizational and time-management skills, capable of prioritizing multiple tasks and deadlines.  
  • Exceptional administrative, database, and communication skills, with professionalism and clarity.  
  • Proficiency in Microsoft Office Suite, experience with CRMs, and project management software such as Monday.com or similar platforms. 
  • Ability to build positive relationships with diverse stakeholders and maintain confidentiality.  
 Attributes: 
  • Detail-oriented, proactive, and self-motivated, with strong problem-solving skills.  
  • Ability to work independently and collaboratively with all staff and community partners.  
  • Positive attitude and commitment to our client’s mission and values.  
 Additional Requirements:  
  • Availability to work occasional evenings or weekends for board meetings and special events.  
  • Familiarity with nonprofit operations and customer service is a plus.  
 
Compensation: Part-time, hourly, non-exempt position at $25/hour for 20 hours per week, scheduled across 4–5 days, with availability required on Fridays. Our client offers vacation and NYS sick time benefits to Part-Time employees.   
 


 
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About Poughkeepsie, NY

Explore exciting job opportunities in and around Poughkeepsie, New York! Nestled in the heart of the picturesque Hudson Valley, Poughkeepsie offers a perfect blend of historic charm and modern amenities. With stunning views of the Hudson River, vibrant art galleries like the Barrett Art Center, and the renowned Bardavon Opera House hosting Broadway shows and performances, this area is a cultural hub waiting to be explored. Indulge in the local cuisine at popular eateries along Main Street or take a stroll through the scenic Walkway Over the Hudson State Historic Park. Don't miss out on the chance to advance your career in a region brimming with opportunity and character!