Operations Coordinator

Columbia County Sanctuary•Town of Greenport, NY

36d•Hybrid

About The Position

The Operations Coordinator plays a central role in keeping the organization running — supporting staff, connecting community members to resources, and ensuring our office, systems, and administrative infrastructure function smoothly. This position works closely with the Co-Executive Directors and collaborates across all program areas. CCSM is building a representative staff that contributes to leadership development within our community. We will provide training and mentorship to applicants who we believe would be a strong addition to our team but do not have all of the qualifications listed below. Statistics show that people with marginalized identities often do not apply for positions when they do not meet all qualifications. We encourage you to push past the imposter syndrome and apply anyway.

Requirements

Bilingual in English and Spanish (required)
Commitment to CCSM’s mission, immigrant communities, and principles of collective liberation
Strong organizational skills and attention to detail, including the ability to build, maintain, and improve systems
Excellent written and verbal communication skills in both English and Spanish
Comfort with technology and the ability to learn new platforms quickly and support others in doing the same
Ability to manage multiple concurrent priorities, meet deadlines, and follow through independently
Strong interpersonal skills and ability to work across diverse roles and functions
Willingness and ability to work in person daily; valid driver’s license, access to a vehicle, and ability to travel between office locations
Openness to feedback and a learning orientation

Nice To Haves

Direct connection to or experience with immigrant communities preferred
Columbia or Greene County resident preferred

Responsibilities

Serve as CCSM members’ first in-person point of contact, with a daily presence at the Hudson office with three days a month in our Albany office
Manage the main phone line and general email inbox, providing timely responses including external and internal referrals
Manage the physical office in Hudson: organization, supply procurement, cleanliness, and coordination with other building tenants
Implement day-to-day operational, administrative, and logistical as assigned by Co-Executive Directors
Maintain staff public-facing and internal calendars; draft agendas for staff and Coordinating Committee meetings and distribute notes afterward
Provide administrative and logistical coordination for Coordinating Committee meetings, staff meetings and retreats including contractors for interpretation, food, printing, and rental spaces
Manage organizational record keeping, file organization (physical and digital), and incoming mail — flagging time-sensitive items to appropriate staff
Support data entry and database maintenance as needed
Manage new hire onboarding: paperwork, BambooHR data entry, equipment setup, building access, policy orientation, and introduction to organizational systems
Process biweekly payroll: enter approved cumulative hours from staff time tracking system, input into payroll system
Support staff benefits enrollment for and during open enrollment; maintain organized employee records and HR files
Support hiring processes: post positions, coordinate hiring committee logistics, schedule interviews, and maintain documentation
Coordinate staff completion of required compliance trainings (e.g., annual sexual harassment prevention) and maintain associated records
Serve as the primary staff liaison to CCSM’s tech vendor, manage application deployment, and maintain organizational tech inventory
Maintain organizational technology equipment including interpretation equipment, projectors, “the owl,” computers, needs and manage interpretation equipment when needed
Provide regular tech support to staff through weekly office hours and as-needed appointments
Serve as CCSM’s digital security point person: stay current on digisec practices, consult on security decisions, and facilitate staff trainings
Submit and track support tickets for database and software issues; provide basic database troubleshooting and support
Facilitate monthly Digital security and administrative meeting for staff
Participate in CCSM’s security team: attend weekly meetings, contribute to organizational safety planning, and manage office safety materials