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Job Title:
Sr. Operations Associate
Job ID:
12459255
Job Function:
Experienced
Full/Part Time:
Full-Time
Regular/Temporary:
Regular
Job Category:
Administrative
Location:
New York, NY US
Business Unit:
States & Community Engagement
City:
New York
Business Unit Description

AARP is a nonprofit, nonpartisan organization, with a membership of nearly 38 million that helps people turn their goals and dreams into 'Real Possibilities' by changing the way America defines aging. With staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands, AARP works to strengthen communities and promote the issues that matter most to families such as healthcare security, financial security and personal fulfillment. AARP also advocates for individuals in the marketplace by selecting products and services of high quality and value to carry the AARP name.  As a trusted source for news and information, AARP produces the world’s largest circulation magazine, AARP The Magazine and AARP Bulletin.

State & Community Engagement (SCE) is part of Community, State and National Affairs (CSN). The SCE team includes: 53 states and territories across 6 regions with regional management, the Office of Volunteer Engagement, the Office of Community Engagement (including the National Retired Teachers Association (NRTA): AARP’s Educator Community), and the Legal Counsel for the Elderly (LCE).

SCE Vision:

-State & Community Engagement (SCE) enables AARP to be a nationwide organization, which strengthens our capacity to carry out our mission.
-SCE brings AARP closer to our members, people 50+, and their families, which allows us to listen - and respond - to their wants and needs that align with our mission.
-We drive an impact agenda, deepen relationships with key audiences & stakeholders, and build AARP's relevance at the community and state levels.

 



Summary Statement

This position requires the ability to prioritize and multitask as well as recognize problems and respond with a sense of urgency, and use good judgment makes thoughtful decisions. Within the established standards and guidelines provided by the State Director and the National Office, the individual in this position has authority to accomplish assignments using independent judgment. Individual regularly interacts with staff at all levels both within States and National Group and other departments within the Association (Finance, Brand Management, etc), volunteer leadership as well as outside vendors.  Individual has access to complete State Office financial structure and failure to process timely financial transactions can directly impact the work of the State Office.  .  Requires general working knowledge of everything the AARP state office is involved in, from social impact to member value, public policy campaigns and programs and internal administrative processes and policies.

 



Responsibilities

1. Initiates, develops and compiles contracts and supporting documentation, as required by AARP’s Legal and Procurement departments for the completion of Purchase Orders.  Documentation may include; Memorandums of Understanding, Public Outreach requests, Donation letters, Statements of Work, and Letters of Agreement. Obtains Legal and Brand approvals as necessary, and advises State Staff on AARP policies of certain donations, sponsorships and events in accordance with AARP’s Public Outreach process. Creates purchase orders for the state office, including Purchasing Card purchase requests. 

2. Serves as a liaison to Financial Services at national and ensures timely processing and payment of invoices and check requests for the state office.  Codes, processes and maintains volunteer expense statements in compliance with Volunteer reimbursement guidelines.  Responsible for reconciliation of assigned Purchasing Card expenditures and processing, as well as other budget reconciliation including accruals and journal entries.  Participates in the preparation and administration of the state budget; assists in the development and implementation of state operational and financial plans, including financial forecasting and analysis; tracks and oversees all expenditures; generates monthly, quarterly and year-end reports as well as prepares special reports.  Analyzes data and advises the State Director/ Managers and Associate State Directors on budget issues.  Manages financial activities for the State Office.

3. Responsible for managing and monitoring the day to day operational functions of a state office (all locations). Performs minor repairs on office equipment and/or initiating service calls. Serves as state liaison of the telephone systems, voice mail, TTY, office LAN, video conference system and troubleshoots routine computer and equipment problems. Answers State e-mails, phone calls and maintains the office mailroom, including coordination of state office mailings. Manages state office databases and state office records and repository of required documentation. Manages audits, inventories and deposition of all fixed assets. Manages the State Office master calendar for staff trainings, vacations and meetings.  Coordinates staff meetings and staff events in support of the State Director/Managers.  Manages conference room schedules and provides assistance to partner organizations during use of meeting space.  Serves as a liaison to building management with regard to facilities and building security.  Maintains office emergency procedures and ensures that all staff is briefed on these procedures. Works closely with the National Office and serves as a key contact for lease renewal and office renovations, when applicable. 

4. Coordinates logistical planning for events, meetings and rallies including; negotiating contract rates (hotel staff, caterers and tech crews), identifying and securing meeting space, anticipating catering needs, securing A/V equipment and applicable rentals.  May assist or manage on-the-ground logistics while at AARP events and meetings, including assigning responsibilities to staff and volunteers, troubleshooting issues as they arise, and serving as the first point of contact for vendors. Prepares flyers and electronic communications in support of state events, as well as assemble materials for distribution at meetings. 

5. Acts as the first point of contact in the state office for AARP members, the public, volunteers, and vendors.  Answers general questions about AARP’s programs, products & services and directs members and the public to the appropriate departments as needed. 

6. Assists with state office on-boarding for new staff hires, ensuring access to AARP systems as well as office buildings. Coordinates the hiring, and training of temporary employees and interns as required. 

7. Provides training for existing staff on operational systems, administrative processes and policies to ensure adherence to AARP regulatory requirements, especially with regard to federal and state lobby reporting.  May be required to complete federal and state lobbying reports, incorporating tracked expenses incurred in a given quarter.     

8. Provides support for and engages in volunteer recruitment, orientation and training; manages the Volunteer Management Information System (VMIS) and updates volunteer information as needed. Provides high-level support to Volunteer State President and Executive Council.  Assists Foundation and non-Foundation program volunteers within the state including; Tax-Aide, Driver Safety, Retired Teacher Associations, advocacy groups, and specialty groups. 

9. Orders brochures, publications, supplies, and forms from Fulfillment, as well as promotional items from Brand and third-party companies.  Anticipates the need for these items at events and also maintains a supply on hand at all times. 

10. Actively participates in team projects, and manages independent special projects as assigned. Provides high-level support to the State Director, as well as backfilling for additional staff duties as needed in support of the State Office. 

11. Participates in strategic State Planning meetings and provides feedback and insight into the direction of state work.   Monitors State Plans including maintaining up-to-date calendars to track activities and expenses.   Produces and provides reports on the status of the State Plan and makes updates as necessary. 

12. Performs other duties as assigned.  Actual duties may vary by state.  

13. Demonstrates ”One AARP” cultural attributes and behaviors in all interactions.

 



Requirements

Completion of an Associate’s degree and a minimum of three (3) years of experience; or an equivalent combination of training and experience related to the duties of the position.  Demonstrates strong understanding of accounting principles and financial management. Experience in project management, event management and coordination. Ability to prioritize and multitask; strong aptitude to manage multiple projects/tasks simultaneously.  Advanced proficiency with Microsoft Office systems including Outlook, Word, Excel and PowerPoint.  Exhibit high level of adaptability and the ability to learn new things quickly.  Well developed interpersonal and communications skills, both written and verbal.

 



Benefits Offered

 AARP offers competitive benefits with a 401K, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, and other benefits.

 



Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.  AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

 

*LI-MR

 



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