Operations Specialist

American Jewish World Service (AJWS) is the leading Jewish organization working to fight poverty and defend human rights in Africa, Asia, Latin America and the Caribbean. By supporting hundreds of social change organizations on three continents and advocating for U.S. and international policies for human rights, we respond to pressing global issues—from disasters, authoritarianism and the climate crisis, to the persecution of women and minorities worldwide.

With Jewish values and a global reach, AJWS is making a difference in millions of lives and bringing a more just and equitable world closer for all.

The Risk Management and Administrative Services (RMAS) Department is one of three teams within the Finance and Administration Division of AJWS. The ‘mission’ of the RMAS Department is to inspire risk-aware thinking to enable AJWS to run effectively, operate efficiently and manage risk thoughtfully. The team oversees risk management, domestic and international safety and security, commercial insurance, organizational legal compliance, shipping and mail services, and reception.

They also manage the facilities and physical space for all of AJWS’ offices and hold the centralized systems for contract processing and travel management.

The department works to:

• Inspire confidence on the part of the AJWS Board, staff, and other stakeholders that the organization’s commitments to stewardship and safety are sincere, substantial and lasting;
• Position AJWS to seize opportunities for growth and mission advancement;
• Reduce or eliminate hazards, injuries, and loss/damage of financial and other assets.

The Operations Specialist position fulfills the critical function of maintaining safe and productive work spaces in all AJWS locations with smooth and efficient support to the organization. This position reports to the Director of Risk Management.

Limited travel to AJWS regional offices may be required.

Facilities Maintenance

• Site responsibility:
  Assist in the implementation of short-term and long-term maintenance and repair needs at the AJWS NY office, including physical repairs and renovations to office spaces, installation of equipment and fixtures, and reconfiguration of furniture;
• Assist in the maintenance and repair of machinery, equipment, and electrical and mechanical systems in all AJWS offices;
• Perform light maintenance work around the office including installing keyboard trays;
• Meet vendors at office outside of office hours, as needed;
• Assist in offices and staff moves;
• Replace light bulbs, manage conference room set up, check and adjust thermostats, sort/distribute mail, process outgoing mail;
• Coordinate fire extinguisher inspection, HVAC repairs, and water cooler repairs;
• Assist in the preparation of community gatherings, providing office needs;
• Stock pantries with coffee, tea, milk, sugar and other consumables;
• Ensure that any spills, smudges, etc., are cleaned in a timely manner;
• Serve as a liaison between building management and AJWS as needed;
• Set up conference rooms before and after meetings as needed;
• Manage the Facilities budget;
• Stay well-versed with AJWS’s conferencing systems and, in partnership with the Information Technology department, provide assistance to staff during conferences and meetings; and
• Provide coverage for reception in the New York office as needed.

Site Security

• Assist the Senior Facilities Manager in the recruitment and training of Fire Safety Team members;
• Monitor security systems such as burglar alarm, panic buttons, security cameras, and fire safety systems;
• Monitor visitor management system Envoy;
• Respond to emergencies as needed and to activated alarms as per AJWS site security policies;
• Serve as the Deputy Fire Warden in absence of the Fire Warden;
• Assist in setting up access cards and building keys to staff when required;
• Maintain and rotate AJWS’s emergency/earthquake supplies and assemble and maintain crisis kits; and
• Assist with any other site security tasks as required by the Director of Risk Management.

Administrative Services

• Take mail to the post office and handle special shipping services;
• Sub…