Operations Coordinator, Restoring Promise

Who you are:

The Coordinator is responsible for supporting the day-to-day operations of the Restoring Promise Initiative. They will play a key role in providing administrative and fiscal support, scheduling and logistics, and conference/event/webinar coordination. They will report to the Operations Associate and work closely with the Associate Director of Operations and the rest of the team (including program, research, communications staff, and external partner organizations and their initiative staff). 

Responsibilities include, but are not limited to:

Administrative Support 

• Support the overall day-to-day functioning of the Initiative’s Operations Department, including:
  • Management of the initiative calendar;
  • Scheduling and coordinating meetings;
  • Drafting and distribution of meeting agendas;
  • Preparation and distribution of meeting materials; and 
  • Distribution of meeting notes.
• Coordinate and schedule internal and external meetings, calls, and webinars (booking space, preparing call links, gathering background materials).  
• Support the Operations Department with management of workflows and tracking priorities tied to initiative goals.
• Support cross-team and cross-organization collaboration by maintaining team files on SharePoint sites and other collaborative spaces.
• Research businesses, vendors, and consultants that align with both Vera’s and Restoring Promise’s values and establish relationships.
• Maintain contact and distribution lists.
• Coordinate with other departments, including Finance, IT, Workplace Services, Legal, and People Resources, as needed. 
• Support the initiative director by managing the director’s calendar and coordinating the director’s travel.
• Provide a wide range of additional duties, as needed. 

Operations Support 

• Support the Operations Associate with collecting, processing and tracking of invoices, reimbursements, and payments. 
• Reconciling the director’s expense reports, AMEX reconciliations, and reimbursements  
• Coordinate invoicing and contract submission with vendors and consultants, ensuring timely review and payment. 
• Assist staff with travel planning and scheduling, including enforcement of travel policy, assisting with same-day logistics changes; completing hotel authorization forms; collecting, processing, and tracking of reimbursements, invoices, and AMEX reconciliations  
• Track expenses and prepare summary reports as needed. 

Event coordination 

• Support initiative sub-departments with planning and execution of key events, such as the annual convening, the global exchange, virtual convenings, and site-specific events, by:
  • Coordinate and schedule internal planning meetings;
  • Create and maintain project management tools, identification and assignment of tasks, tracking project to ensure timely completion of tasks;
  • Manage the identification of conference venues, venues for off-site conference activities, and catering; 
  • Reservation of travel and lodging logistics for initiative staff, stakeholders, panelists and speakers;
  • Collect, process, and track invoices, reimbursements, and payments for staff and external partners;
  • Prepare and process contract, including invoicing and payment for vendors and consultants;
  • Serve as administrative contact and liaison with external contacts and vendors; 

• Help plan and coordinate team building activities, including:
  • Coordinate and schedule internal planning meetings;
  • Manage the identification of conference venues, venues for off-site conference activities, and catering; 
  • Reservation of travel and lodging logistics for initiative staff, stakeholders, panelists and speakers;
  • Prepare and process contract, including invoicing and payment for vendors and consultants; 

Education and Experience:  

Required: 

• At least 1-2 years of experience working in office administration or related professional environment; 
• Commitment to racial equity and advancing anti-racism, both in our workplace and in the world; 
• Exceptional organizational skills and attention to detail; 
• Ability to manage and prioritize multiple time-sensitive projects; 
• Exhibited ability to take initiative to organize, prioritize and follow through on work assignments; 
• Works effectively in a team environment and independently; and 
• Excellent communication, writing, listening, and interpersonal skills. 

Preferred: 

• Associate or bachelor’s degree, or the equivalent work experience. 
• Experience processing reimbursements and invoices, and monitoring expenditures. 
• Experience in event planning. 
• Knowledge of or lived experience with the criminal legal system, prison systems, or corrections. 

Required Knowledge, Skills & Abilities:  

• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to create charts, tables, graphs, and presentations with minimal assistance; 
• Proficient with Zoom, SharePoint, Airtable, and other web-based tools; 
• Must be a highly organized self-starter who possesses the ability to juggle multiple projects in a fast-paced, rapidly changing environment.  
• Passion: You have a clear interest and affinity for justice reform and Vera’s strategic priorities. You are also curious and interested in supporting a truly diverse and talented workforce on the front lines of closing mass incarceration's front door; promoting safety, trust, and justice in a diverse America; and transforming the conditions of confinement.  
• Communication: You are a top-notch communicator- both in writing and in person.   
• Prioritization: You are comfortable working in a fast-paced environment with many parallel projects; you are comfortable prioritizing projects, plans, and work activities, and can use time efficiently to develop realistic action plans. High attention to detail with sound judgement.  
•  Interpersonal Skills: You have a history of relationship-building, strong orientation towards customer service and collaboration across functions and level, as well as the ability to maintain confidentiality. Must work well, both independently and with a team.  
• Problem Solving Mentality: There’s no such thing as a problem because you are adept at generating creative solutions in the moment. You can identify and resolve problems in a timely manner while gathering and analyzing information skillfully.  
• Quality Control: You demonstrate accuracy and thoroughness in everything you do and monitor your own work to ensure quality. You are detail oriented.  
• Strong Work Ethic: You put in the time and energy it takes to get the job done. You’re comfortable prioritizing multiple initiatives in parallel to delivering results successfully. You are dependable and consistent, with the clear ability to follow through on projects and directions, while responding to feedback.  
• Adaptability and Resiliency: You thrive in a fast-paced, flexible, team-oriented environment, and are motivated by challenges, with the ability to adapt to changing priorities and processes while managing competing demands. You do not give up in the face of challenges.  

List of Required Software applications: 

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 
• Zoom, SharePoint, Airtable, and other web-based tools

Compensation and Benefits

The compensation range for this position is $52,000 - $54,000. Actual salaries will vary depending on factors including but not limited to experience and performance. The salary range listed is just one component of Vera Institute’s total compensation package for employees. As an employer of choice in our field, supporting Vera staff—both personally and professionally—is a priority. To do this, we invest in the well-being of our staff through other rewards including merit pay, generous paid time off, a comprehensive health insurance plan, student loan repayment benefits, professional development training opportunities and up to $2,000 annual for education costs and fees relevant to Vera work, employer-funded retirement plan, and flexible time and remote work schedules. To learn more about Vera’s benefits offerings, click here.

Applications may also be faxed to:

ATTN: People Resources / Operations Coordinator, Restoring Promise
Vera Institute of Justice
34 35th St, Suite 4-2-A, Brooklyn, NY 11232
Fax: (212) 941-9407
Please use only one method (online, mail or fax) of submission.
No phone calls, please. Only applicants selected for interviews will be contacted.

As a federal contractor, and in order to ensure a healthy and safe work environment, Vera Institute of Justice is requiring all employees to be fully vaccinated and provide proof of their COVID-19 vaccine before their start date. Employees who cannot receive the vaccine because of a disability/medical contraindication or sincerely-held religious belief may request an accommodation (e.g., an exemption) to this requirement.

Vera is an equal opportunity/affirmative action employer.  All qualified applicants will be considered for employment without unlawful discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, military status, prior record of arrest or conviction, citizenship status, current employment status, or caregiver status. 

Vera works to advance justice, particularly racial justice, in an increasingly multicultural country and globally connected world. We value diverse experiences, including with regard to educational background and justice system contact, and depend on a diverse staff to carry out our mission. 

For more information about Vera, please visit www.vera.org