Business Operations Assistant - New Jersey

NASW Foundation•North Brunswick, NJ

1d•Hybrid

About The Position

Under the direction of the Executive Director, the Business Operations Assistant (BOA) serves as the personal/confidential assistant to the Executive Director (ED) and works closely to support the Operations, Membership & Programs (OMP) Manager. The BOA is responsible for coordinating and administering the daily administrative and financial responsibilities of the chapter. This role provides high-level administrative and operational coordination to support the Executive Director and the overall functioning of the NASW-NJ and NASW-PA. The BOA frequently represents the Chapter Executive Director in various situations to resolve problems, maintain effective employee and public relations, and ensure ongoing chapter operations. This role manages executive scheduling, governance logistics, communications coordination, chapter finances, and priority operational projects to ensure alignment across chapter initiatives. The BOA serves as a central coordination point between leadership, staff, and volunteer leaders to support efficient decision-making and execution. This position provides guidance and consultation on administrative matters and keeps the superior informed of sensitive issues and potential problems. The BOA screens and prioritizes the Chapter Executive Director’s mail, disseminates, oversees, and follows up on correspondence prepared by other staff for the superior's signature, and composes and signs correspondence or replies for the Chapter Executive Director’s signature. The BOA analyzes and makes recommendations regarding business operating practices, policies, and procedures to ensure smooth and efficient office operation. The BOA maintains the daily engagement calendar of the Chapter Executive Director, screens requests for appointments, manages communication for board, committee, and other meetings, collects and compiles materials, and briefs the Chapter Executive Director. The BOA is responsible for researching, compiling, evaluating, and preparing data for studies, reports, and special assignments.

Requirements

Exceptional verbal and written communication skills.
Strong organizational and time management skills; able to manage multiple priorities effectively.
Ability to build trust and collaborate across sectors and with diverse stakeholders.
Critical thinking, problem-solving, and analytical skills.
Bachelor’s degree.
Experience supporting leaders in nonprofit, association, or professional membership organization leadership roles.
Experience and skills with Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.
Strong project and financial management software/abilities, i.e. QuickBooks.
Technical proficiency including digital phone systems, cloud-based document storage, Zoom management, organizing data, etc.
Demonstrated operational and program management experience.
Strong collaboration and stakeholder engagement skills.
Minimum of 3 years’ experience in operational administration, continuing education program management, or a related field, preferably within a nonprofit setting.
Access to reliable transportation.
Ability to be in the field, if needed.

Nice To Haves

Experience planning events, workshops, or trainings.
Experience with budgeting.

Responsibilities

Coordinate and administer daily administrative and financial responsibilities of the chapter.
Manage executive scheduling, governance logistics, communications coordination, chapter finances, and priority operational projects.
Serve as a central coordination point between leadership, staff, and volunteer leaders.
Provide guidance and consultation on administrative matters.
Screen and prioritize the Chapter Executive Director’s mail and correspondence.
Analyze and make recommendations regarding business operating practices, policies, and procedures.
Maintain the daily engagement calendar of the Chapter Executive Director.
Screen requests for appointments and notify the Chapter Executive Director of action taken.
Manage communication for board, committee, and other meetings.
Collect and compile materials and pertinent information for meetings and brief the Chapter Executive Director.
Research, compile, evaluate, and prepare data for studies, reports, and special assignments.
Receive, scan, and coordinate mail.
Access internal mailboxes and manage the Info mailbox, ensuring timely responses.
Answer primary chapter phone lines, including the Executive Director’s line.
Manage the chapter calendar, including coordination of meetings, conferences, and travel.
Maintain confidential files for the chapter.
Prepare a variety of materials from written drafts, audio recording transcription, etc.
Serve as the point of contact for the execution of all finances for both chapters, including sponsorships, partnerships, and contracts.
Manage incoming checks and electronic payments.
Maintain a record of all funds received by the chapter.
Assist with the management of the National PN3 system, processing bills, coding invoices, and issuing refunds.
Attend chapter events, such as annual conferences and support for workshops.
Support work in the States of New Jersey and Pennsylvania.