Operations Coordinator

$58,000 - $68,000/Yr

Council Of State Governments - New York, NY

Full-time - Entry Level

Remote - New York, NY

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Operations Coordinator at the Council of State Governments (CSG) plays a vital role in executing administrative services that support various programs and events delivered by CSG East. This position is based in New York City and offers flexibility to work from home part of the week. The coordinator will liaise with the Executive Committee, assist in planning state visits, manage member dues, and support policy staff with outreach and research, all while ensuring efficient office operations.

Responsibilities

• Liaison with Executive Committee (board of directors).
• Collect and assemble materials for board and committee meetings and other board mailings.
• Assist with planning for state visits including preparation of materials and 'facebooks' for state visits.
• Coordinate member dues by assisting with dues letters and address lists, tracking dues payments, and following-up on outstanding payments.
• Prepare biennial policy committee appointment letters and maintain policy committee membership roster.
• Work with CSG East program leads on database entries and maintenance related to their specific programs.
• Support policy staff with member outreach and research.
• Assist with CSG East budget and project budget tracking.
• Process accounts payable (weekly), including staff and speaker reimbursements.
• Process accounts receivable, including sending and tracking invoices and delivery of notes of appreciation when payments are received from funders or donors.
• Reconcile credit card statements (monthly).
• Assist with Annual Meeting fundraising process through generation of sponsor invoices, monitoring and tracking sponsor payments, and assisting with grant requests.
• Assist director and events coordinator with preparation of briefing agenda book and other publications.
• At the annual meeting, assist with registration of attendees, and serve as back-up for other team members.
• Coordinate mailings (postal and electronic).
• Order supplies to ensure efficient availability.
• Work with communications manager to maintain an up-to-date and relevant website.

Requirements

• High school diploma or equivalent required.
• Associate degree in business, executive administration, or related field preferred.
• Two years of experience working in an administrative role in an office setting.
• Experience with or in federal or state government, association management, non-profit organizations, or public administration preferred.
• Understanding of state government and not-for-profit organizations a plus.
• Ability to work effectively in a highly collaborative team environment as well as independently.
• Strong attention to detail and organization.
• Professional demeanor and excellent customer service and interpersonal skills with both internal and external partners.
• Excellent verbal and written communication skills.
• Flexibility and willingness to work on diverse assignments with fluid priorities in a detail-oriented manner.
• Ability to organize, prioritize, and complete multiple projects.
• Demonstrated expertise in Microsoft Office and other applications (specifically in Microsoft Excel and Word); experience with data sorting and mail merge.
• Demonstrated database experience (Quorum and Cvent helpful); desire, willingness, and ability to learn new database programs essential.
• Ability to communicate, both verbally and in writing, with business contacts and legislators in a courteous and professional manner.
• Self-motivated, able to take initiative, and see complex tasks through completion.
• Excellent work ethic, dependable, resourceful, and willing to work some evening and weekends as events may require.
• Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others.
• Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.

Nice-to-haves

• Experience with Quorum and Cvent databases.
• Knowledge of non-profit organization operations.

Benefits

• Work from home flexibility.
• Leadership training provided.