Operations Assistant

About the role

Good Shepherd Volunteers (GSV) is a service volunteer organization headquartered in Queens, NY. GSV connects the passions, interests and skills of young adults to serve women, children and families affected by violence, poverty, and neglect in various sites throughout the USA and internationally. GSV was founded by and continues to be sponsored by the Sisters of the Good Shepherd evoking a spirit of openness, inclusiveness and acceptance. GSVs are diverse—including those from working class contexts, LGBTQ+ demographics and multiethnic backgrounds. To address injustices, oppression and alienation, GSV carries out its work guided by these four core tenets: social justice, simplicity, spirituality, and community.

The Operations Assistant serves as an operational mainstay of Good Shepherd Volunteers (GSV), providing integrated administrative, logistical, digital systems, and communications support that strengthens organizational effectiveness. The Operations Assistant is also a catalyst as the primary office administrator for GSV’s Astoria office, contributing to the effective management of office operations such as digital and information management. The position acts as a point of contact for staff, volunteers, donors, and partners while maintaining a welcoming, professional, and secure office environment. Working collaboratively with the Executive Director, Finance & Operations Manager, and Program Manager, this position improves the coordination of daily operations, organizational systems, volunteer logistics, financial procedures, and communications through excellent administrative stewardship and service.

Responsibilities

• Administrative, logistical & Organizational Support
  • Coordinate organizational calendars, meetings, travel arrangements, and scheduling support.
  • Maintain administrative workflows, deadlines, and action tracking systems.
  • Support cross-functional coordination among leadership and program staff.
  • Assist with reporting, templates, compliance documentation, and organizational record keeping.
• Digital Systems, Information Management and CRM Administration
  • Maintain and organize Microsoft 365 systems including Teams, SharePoint, OneDrive, Lists, Planner, and Forms.
  • Maintain data integrity across donors, volunteers, alumni, recruitment, placement, partner, and stakeholder records.
  • Coordinate CRM workflows, automation rules, reminders, and communication tracking activities.
  • Produce reports, dashboards, and analytics that support decision-making and organizational learning.
• Donor Engagement & Development Administration
  • Maintain accurate donor records and stewardship documentation.
  • Establish workflows and service standards for donor follow-up communications.
  • Support and monitor donor interactions, correspondence, and stewardship activities.
  • Support Annual Benefit administration and communications.
• Communications, Recruitment & Marketing Support
  • Coordinate recruitment communication workflows and applicant correspondence.
  • Support outreach to colleges, universities, and partner organizations.
  • Maintain recruitment tracking systems and prospective volunteer records.
  • Assist with volunteer application administration and interview scheduling.
• Facilities, Inventory & Office Operations
  • Maintain inventory records for community apartments, office equipment, technology assets, furniture, and supplies.
  • Coordinate asset tagging, tracking, and lifecycle management in the office and apartments.
  • Support workplace safety and emergency preparedness documentation.
  • Ensure office equipment remains functional and operational.

Core Competencies

• Organizational Excellence
  • Exceptional organizational and time management skills
  • Attention to detail and accuracy
  • Initiative and problem-solving ability
  • Professional judgment and discretion
  • Ability to manage multiple priorities effectively
  • Commitment to confidentiality and accountability
• Work Environment and Physical Requirements
  • Services are performed at GSV’s office in Astoria, NY with routine use of a computer, phone, copier, scanner, and other office equipment
  • Must be able to sit, stand, walk, bend, reach, and perform standard office and organization related tasks as needed
  • Must be able to communicate by phone, email, virtual meeting platforms, and in person with other staff, external partners, vendors, prospective and current volunteers
  • May occasionally need to lift or move files, supplies, or small office materials up to approximately 50 pounds
  • Must be able to manage competing priorities and maintain professionalism during more demanding periods of documentation activity, recruitment coordination and programming needs
  • Must be able to respond appropriately to routine and urgent organizational needs within the expectations of the role and policies
• Confidentiality And Professional Standards
  • The Operations Assistant is expected to maintain the highest standards of confidentiality, integrity, and professionalism.
  • This includes safeguarding volunteer information, applications, meeting notes, internal records, staff information, organizational information, billing, and any other sensitive information obtained while performing duties for the agency.
  • The Assistant must comply with agency policies, applicable laws, mandated reporting requirements, information security expectations, ethical standards, and supervisory directives related to all organizational operations and functions.

Skills

• Technology & Information Systems
  • Strong proficiency with:
    • Microsoft 365 (Teams, SharePoint, OneDrive, Outlook, Excel, Word, PowerPoint)
    • Microsoft Lists, Microsoft Forms, Planner
  • Preferred:
    • Power BI
    • CRM platforms
    • QuickBooks Online familiarity
    • AI-assisted productivity tools including Microsoft Copilot and ChatGPT
• Communication & Relationship Management
  • Excellent written and verbal communication skills
  • Professional customer service orientation
  • Strong interpersonal and relationship-building skills
  • Ability to communicate with diverse stakeholders
  • Collaborative and team-oriented approach
• Operations & Process Improvement
  • Workflow development and optimization
  • Documentation management
  • Information governance
  • Process improvement
  • Knowledge management
  • Standard operating procedures development

Requirements

• Associate’s or Bachelor’s degree in Business Administration, Nonprofit Management, Communications, Information Systems, or related field.
• Three or more years of progressively responsible administrative or operations experience.
• Experience supporting senior leadership teams.
• Experience with donor databases, CRM systems, or fundraising administration.
• Experience with Microsoft 365 administration and digital information management.
• Experience supporting communications, recruitment, or marketing activities.
• Experience working within nonprofit organizations preferred.
• Demonstrated commitment to diversity, equity, inclusion, and belonging.
• Spanish language proficiency is desirable.

Pay

Hourly, non-exempt; salary range $30–$40 per hour.

Schedule

Part-time, up to 29 hours per week, on-site at the GSV office in Astoria, NY.