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Operations Assistant

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Posted: 07/30/2016

Rockefeller Brothers Fund

Founded in 1940, the Rockefeller Brothers Fund (RBF) advances social change that contributes to a more just, sustainable, and peaceful world. The RBF’s grantmaking is organized around three themes: Democratic Practice, Peacebuilding, and Sustainable Development. Though the Fund pursues its three program interests in a variety of geographic contexts, it has identified several specific locations on which to concentrate cross-programmatic attention. The Fund refers to these as “RBF pivotal places”: subnational areas, nation-states, or cross-border regions that have special importance with regard to the Fund’s substantive concerns and whose future will have disproportionate significance for the future of a surrounding region, an ecosystem, or the world. The Fund currently works in three pivotal places: New York City, Southern China, and the Western Balkans. Through its grantmaking, the Fund supports efforts to expand knowledge, clarify values and critical choices, nurture creative expression, and shape public policy. The Fund’s programs are intended to develop leaders, strengthen institutions, engage citizens, build community, and foster partnerships that include government, business, and civil society. Respect for cultural diversity and ecological integrity pervades the Fund’s activities.

Operations Assistant
Professional Opportunity
New York, NY


The Rockefeller Brothers Fund seeks assistant for its Operations department. Reporting to the operations manager, the assistant is responsible for supporting smooth and efficient operations of the RBF offices.  S/he maintains the mail and copy supply rooms, and supports the Operations department team by providing receptionist and office meeting support.




The assistant is responsible for maintaining a professional decorum for the RBF office space. S/he backstops the operations coordinator. S/he tends to all office maintenance for all the entities at the 475 RBF office space including RFF, DRF, Pluribus, and VKRF. The operations assistant is available to provide clerical support to other departments of the RBF, as requested.




Key Responsibilities




Mail and Copy Room, and Office Supplies Duties                                                                             


  • Sort and process all incoming and outgoing mail and overnight packages for all entities in a timely manner.

  • Collect and sort Interchurch Center mail.

  • Tend to occasional trips to the post office.

  • Maintain postage, copy and fax machines, and handle service calls, as needed.

  • Order, distribute and monitor inventory of office supplies for the RBF and its affiliates.

  • Track and update inventory of supplies on a regular basis.

  • Restock supplies and maintain cleanliness of the two copy rooms including replenishing paper for all printers on a regular basis.

  • Inspect the office space daily to ensure that the facility equipment, furniture, fixtures, etc. are in optimum condition, while attending to items that require repair or replacement.

  • Upload repair requests on Interchurch Angus System.

  • Monitor and track invoices and receipts for mailroom and office supplies. Prepare invoice payments and rebills for approval by Operations Manager.


    Reception Duties                                                                                             


  • Function as the primary backup for Operations Coordinator for all receptionist duties. Answer, screen and direct as necessary all calls through the RBF mainline. Review voicemails, and attend to callers messages.

  • Greet, announce and maintain a log of all guests, including maintenance personnel. Offer guests refreshments as appropriate, and inform staff of the arrival of guests and deliveries.

  • As appropriate, ensure front door is locked at the close of business.


    Meeting and Café Support


  • Ensure fresh coffee is available to staff and guests throughout each working day.

  • Assist with conference room meeting set-up and clean-up, as necessary.

  • Reconfigure extra chairs, equipment placement for large gatherings, as requested.

  • Tidy and store away furniture, equipment, etc. after meetings.

  • Ensure all countertops, meeting room tables and surfaces, and all public office areas are clean at all times.

  • Replenish bathroom and pantry towels, as needed.

  • Perform walk-throughs daily to inspect tidiness of public spaces and rooms daily.

  • Fill in for absent Operations department colleagues.


    Office Administrative, Workplace Safety & Other Duties


  • Serve as fire warden and assist Operations Manager with all emergency coordination.

  • Regularly inspect and ensure all emergency bags (to-go bags) have all required safety content.

  • Attend to the safety and security of the office by confirming only authorized persons are in the office.

  • Collect and sort Interchurch Center Mailings twice per week.

  • Ensure the Funds wellness equipment are well-maintained and all staff adhere to usage protocols.

  • Support Operations Manager and Director of Human Resources with all office safety and security initiatives.

  • Maintain shared storage room in organized form including ensuring that all entities are adhering to required protocols.

  • Maintain in Box the Operations department electronic files, documents, and draft/post announcements on the River, the Funds intranet site.

  • Assist the staff and other departments with clerical support including filing, as needed.


    The incumbent will perform all other duties assigned by the vice president for finance and operations, and the director of human resources.


OPen until

How to apply
The Rockefeller Brothers Fund is an equal opportunity employer and invites applications from candidates regardless of race, gender, national origin, sexual orientation, age, disability or religion. We offer a salary commensurate with qualifications and experience, a generous benefits package, and a pleasant work environment. To apply, please send a letter explaining your interest in the position and qualifications along with a resume to vacancy@rbf.org. Include ‘Operations Assistant’ on the subject line of your email. No telephone or fax inquiries please. Application deadline is August 26, 2016. Rockefeller Brothers Fund Attn: Human Resources – Operations Assistant 475 Riverside Drive, Suite 900 New York, NY 10115 For additional information please visit our website at www.rbf.org.

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