Operations Administrator

Dedicated to ensuring dignity, equality, and fairness for over 100 years and the proud recipient of Greater Rochester Association for Women Attorney’s 2022 Family Friendly Award!

The Legal Aid Society of Rochester, NY is seeking an Operations Administrator to provide leadership and support across all operational areas, including Finance, Human Resources, Insurance, Reception, Program Support, Operations, and Vendor Management. This position supervises Receptionists and collaborates with Senior Leadership to ensure effective office management, staff support, and efficient day-to-day operations. The Operations Administrator is responsible for maintaining high levels of organizational productivity and morale while ensuring compliance with organizational policies and procedures. This position works under the direction of the Chief Financial Officer–Director of Administration and the Senior Management Team.

This is a on-site position, with in-office presence required five (5) days per week.

ESSENTIAL FUNCTIONS

• 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.

SUPERVISORY DUTIES

• 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.

EDUCATION, KNOWLEDGE, SKILLS & ABILITIES

• 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.
• Supervisory experience preferred.
• 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.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Extended periods of sitting at a desk or workstation while performing administrative tasks.
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration.
• Occasionally required to lift and/or move up to 10 pounds.
• Mobility within the office environment to attend meetings, training sessions, or other events.
• Ability to communicate effectively with associates, supervisors, and external stakeholders in person, over the phone, or via email.
• Office-based environment with standard office equipment and ergonomic furniture.
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation.
• Work will be performed in an in-office environment.
• Occasional travel may be required for attending training sessions, conferences, or other related events.

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
  • $3,000 language differential for being proficient in a program-relevant language
• Free Parking
• Professional development opportunities
• Public Service Loan Forgiveness qualifying employer

The Legal Aid Society of Rochester, NY, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Salary : $600