Operations Assistant

Title: Operations Assistant

Location: New York, NY, United States

Job Description:

Full time

job requisition id

JR100902

As the leading global type 1 diabetes (T1D) research and advocacy organization, Breakthrough T1D helps make everyday life with T1D better while driving toward cures. We invest in the most promising research to turn ideas into life-changing therapies and devices. We work with government, regulatory officials, and insurance companies to address issues that impact the T1D community -- breaking through barriers that limit access to care worldwide. We provide resources and guidance that makes it easier to live and thrive with T1D. This is more than a moment -- we're empowering a movement for the T1D community. Share your support and help educate and empower individuals facing type 1 diabetes.

Our mission is to improve lives today and tomorrow by accelerating life changing breakthroughs to treat, prevent and ultimately, cure T1D and its complications. Always, we are guided by a single purpose: As we drive towards curing type 1 diabetes, we help make everyday life better for the people who face it.

The Operations Assistant (OA) at Breakthrough T1D is integral in the day-to-day execution of fundraising and community engagement event efforts, donor and supporter management, office operations, marketing, and event logistics to support our organizational strategy and mission.  The OA helps to organize, coordinate, implement, and expand a variety of the territory’s development activities that build and strengthen links to potential and existing volunteers, and donors and that grow the territory’s reach, revenue, and engagement. Their relationships with  constituents and donors on behalf of Breakthrough T1D ensure the expansion of our reach to support maximum territory growth to further our mission.

The Operations Assistant role focuses on key operational needs of the territory that support relationship building with donors and fundraising volunteers. They are a force multiplier for their territory colleagues in driving impact and strengthening both donor and volunteer engagement resulting in increased revenue and results.

This individual is a detail-oriented team player who can effectively manage competing priorities and complex details through collaboration, communication, and engagement. They support the implementation of organizational strategies through their territory to drive optimal results and actively demonstrate and promote enterprise-wide mindsets.

As one of the top performing territories in the country, the Greater New York Territory includes Upstate New York, the Hudson Valley, the five boroughs of New York City, Long Island, Westchester County, and Fairfield County in Connecticut. The Greater New York Territory has 22 staff, 5 Chapter Boards and 20 events collectively driving over $13.6 million in total net revenue.  

We have a hybrid work schedule, with two days per week in the office and the remaining time working remotely and/or in the field as needed.

Key Responsibilities

Administration & Financial Operations – 50%

• Serve as primary territory and chapter office support, including all chapter operational needs
• Stay current with departmental and organization-wide policies and procedures, ensuring compliance with audit requirements.
• Develop expertise in platforms used for fundraising management, event management, constituent management and financial management, as appropriate. Emphasis on providing CRM, and Greater Giving (GG) data entry support for the territory.
• Serve as the lead financial operations staff member; ensure the proper handling of invoices and territory expenses; partner with Donor Services and Donations Processing team for coding gifts; follow up with donors with outstanding payments to facilitate payment; provide financial reporting as needed.
• Manage territory office systems including voicemail, calendar, phone line, and shared inboxes; maintain supply inventory for the office and territory events; coordinate chapter mail and check processing; maintain building security lists.
• Process expense reports and maintain receipt documentation; collaborate with directors to ensure accurate coding and compliance with Workday spend categories/chart of accounts.
• Submit invoice payment requests and follow up with Finance to ensure timely payments; guide vendors through supplier onboarding and support contract routing (Legal review, signature preparation, and payment schedule reminders).
• Support Chapter leadership in partnership with the Territory Executive & Outreach and Operations Director, including meeting logistics (agendas, materials, AV)board communications, reimbursement coordination, give/get tracking support, and general board member inquiries.
• Support territory employee onboarding by adding team members to key lists/calendars and ordering onboarding materials (e.g., name tags, business cards).

Fundraising Operations – 25%

• Provide administrative support for fundraising activities, which includes updating CRM records, executing mail/email solicitations, and preparing information needed for meetings.
• Manage ordering of event collateral, signage, and other materials to support a positive and engaging participant experience; help ensure brand compliance and use of all available branded materials as appropriate.
• Proactively manage supply orders, packing lists for events and storage inventories to ensure successful and smooth event execution.
• Support donation processing and follow-up, including donation inquiries, gift location, and reallocation requests; submit expected matching gift tickets and respond to related finance questions.
• Produce and submit outgoing invoices upon request and coordinate with the Territory Finance Specialist regarding incoming payments; create CRM opportunities as needed to facilitate payment tracking.
• Manage territory order management for events and programs, including ordering from Frontline, Staples, Amazon, and other vendors; prepare shipments of event materials and Breakthrough T1D merchandise to staff, volunteers, and fundraisers.

Volunteer Management –  15%

• Manage event day volunteer recruitment and communication; Serve as point-person and coordinator of day of event volunteer training and volunteer assignments.
• Manage administrative/project-based volunteer recruitment and communication; Serve as point-person and coordinator of administrative volunteers. 
• Support the identification, cultivation and development of key volunteers and elevate prospects to P2P, Signature Events, and Philanthropic Engagement territory colleagues as appropriate.
• Ensure meaningful engagement of volunteers at all levels and engage in good working relationships with key volunteer partners. Coordinate stewardship and volunteer appreciation logistics, including pulling stewardship CRM reports, preparing/shipping donor stewardship letters, and shipping volunteer appreciation letters to board members in alignment with Philanthropic Engagement templates.

Awareness & Communications –  10%

• Actively serve on Marcom Advisory Council through regular participation in monthly calls and disseminate information to territory colleagues as appropriate.
• Support process for all SFMC communications on behalf of the territory, liaise with Marcom partners in the preparation and sending of communications.
• Support the creation and execution of any hard-copy mailings for the territory/chapter.
• Supports the operations coordinator in securing and managing earned media placements for Breakthrough T1D and local events (e.g., provide event details, coordinate assets, and route requests as needed).
• Manage territory website and digital tools (GoDaddy, Constant Contact, Signup Genius) and ensure timely updates to chapter/event web content.
• Work with the Resources team to develop and maintain third-party fundraising sites and ensure constituent-facing materials align with brand guidance.
• Maintain chapter social media accounts, with emphasis on increasing impressions and leveraging national resources.
• Support and maintains the vision, mission, priorities, and guiding principles of the organization.
• Understand the strategic direction and purpose of the organization and supports the Territory’s fundraising strategies and business needs.

Qualifications

• Minimum of 2 years of administrative, operations, business, or volunteer experience; Fundraising and event experience preferred.
• Proficiency with CRM and operational tools, including Salesforce, Workday, Greater Giving, SFMC, and Microsoft Office.
• Experience partnering with engaged, and mission-driven volunteers.
• High level of energy, integrity, courage, empathy, and creativity; A collaborative team player who balances individual accountability with chapter-wide goals.
• Proven ability to manage event details, timelines, and priorities efficiently while meeting deadlines under pressure; highly detail-oriented with strong organizational skills.
• Clear, professional communicator and enthusiastic representative of Breakthrough T1D’s mission. 
• Working knowledge of administrative procedures, including coordination of people and resources; ability to develop presentations, reports, and business correspondence; manage files and office workflows. 
• College degree or equivalent combination of education and experience.
• Ability to travel within the Territory footprint. Occasional evening and weekend work required as needed.

Target Salary - $40,120 - $50,000

Essential Functions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear.  The employee frequently is required to use hands or fingers, handle or feel objects, tools or controls.  The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl.

The employee must occasionally lift and/or move up to 25 pounds, and infrequently up to 50 pounds.  Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.

The noise level in the work environment is usually moderate.

Benefits:

Breakthrough T1D offers competitive benefits, including medical, dental, and vision coverage, a 403(b) retirement plan, voluntary benefits, flexible spending and commuter benefit accounts, an employee assistance program (EAP), life and disability insurance, performance-based bonuses, and generous paid time off. Benefits may vary by job level and full time or part time status.

Additional information:

Requests for medical, religious, and other exemptions will be considered on an individual basis. Breakthrough T1D will comply with all federal, state, and local laws.