Operations & Communications Assistant

Program: Administration 

Position Title: Operations & Communications Assistant 

Hours: 37.5 hours per week, minimal nights, weekends 

Reports To: Finance & Operations Manager 

Salary: $39,975 annually 

Office Location: Physical Office in Asheville, NC 

Benefits: 12 paid holidays; health (including vision and dental), vacation/sick days, birthday leave, retirement 

Organizational Overview 

Children First/Communities In Schools of Buncombe County (CF/CIS) works to strengthen both child and family by keeping students on track for academic success, while using public policy to build a more family-friendly, affordable Buncombe County. Our staff size is approximately 25 people, with about 25% of those being part-time. Our Student Support Specialists work in K-6 schools to support students with improvement goals related to attendance, behavior, coursework, parent engagement, and social-emotional learning. Our afterschool and summer programs provide students with homework help, enrichment activities, healthy snacks, and support with their individualized goals. Our Family Resource Centers offer food boxes, school supplies, emergency financial assistance and much more. 

Overall Position Responsibilities 

The Operations & Communications Coordinator will report directly to the Finance & Operations Manager, with special direction from the Executive Director for certain tasks. This is a team-oriented role that is responsible for assisting the administrative department (which includes the Executive Director, the Finance & Operations Manager, the Data & Grants Compliance Officer, the Resource Development Coordinator, and outside consultants) in organizing and coordinating all office activities and day-to-day administrative functions. Responsibilities include working with others to provide support relating to human resources, organizational communications, resource development, information technology, financial management, and general office management, in order to facilitate organizational effectiveness and efficiency. The Operations & Communications Assistant understands staff roles, our constituencies, and programs to support the mission, goals and strategies of CF/CIS. 

The responsibilities listed below are representative of the knowledge, skills, and/or abilities required, but may change based on the needs and growth of the organization. 

We are looking for an individual that: 

Is committed to a mission of “…empowering children and their families to reach their full potential through advocacy, education and services. As Communities In Schools, we surround students with a community of support, empowering them to stay in school and achieve in life.” 

Problem-solves, thinks strategically, takes initiative, and is proactive in completing tasks  

Is a flexible team player 

Cultivates, builds, and maintains strong relationships; evidence of tact and integrity in dealing with others  

Has excellent interpersonal, verbal, and written communication skills 

Works well both independently and within a team on one-time and ongoing projects 

Can prioritize and organize multiple deadlines and projects 

Maintains a high degree of confidentiality 

Has strong computer skills. Is proficient in Microsoft Office. Preferably the candidate will be familiar with mail merge functions, graphs, tables, basic graphic design platforms such as Canva, virtual meeting platforms such as Zoom, and/or web-based tools such as “Doodle” and “Survey Monkey” 

We would love it if the candidate also: 

Has experience as an Executive Assistant or Office Coordinator 

Has experience with nonprofits 

Speaks conversational Spanish 

Key Responsibilities 

Communications (About 40%) 

Respond to email and phone inquiries from the general public and direct them to the appropriate staff person 

Send out regular communication to staff regarding upcoming meetings/events, deadlines, organizational updates, etc. 

Work with Resource Development Coordinator to create and manage communication strategies to improve and grow CF/CIS brand awareness and recognition 

Create and post content for CF/CIS social media accounts (Facebook and Instagram). This includes collaborating with program staff to design and schedule regular posts on direct services, education, advocacy, and upcoming fundraising efforts 

Assist Resource Development Coordinator in designing marketing materials, such as brochures, annual reports, quarterly email newsletters, donor appeals, and other promotional materials and collateral  

Ensure website stays updated and relevant 

Capture photographs/videos of program staff in action and at events to support content creation 

Office/Staff Support (About 30%) 

Provide day-to-day clerical support, including distributing mail, maintaining and organizing general office files, computer files, and notebooks, and purchasing and keeping supplies inventoried, available, and organized 

Be available to staff and public for needs associated with CF/CIS administrative office and Family Resource Center at Emma 

Manage frequently changing calendars/schedules, coordinate meetings, and take meeting minutes 

Serve as main point of contact for monthly staff meetings and room reservations. Assist in set up/clean-up for both in person and virtual meetings 

Maintain the organization’s vehicle paperwork, including legal compliance and DOT regulations 

Assist with agency insurance maintenance 

Assist in maintaining professional office environment including inventory and maintenance of office equipment, business-like appearance of office, and cleanliness of office. 

Assist in resolving staff technical difficulties/computer issues and coordinating with contracted IT provider 

Assist with revenue and expense tracking/reporting 

Human Resources (About 20%) 

Assist the Finance & Operations Manager with ProLiant, the organization’s payroll & Human Resources administrative system 

Maintain accurate and complete personnel files. Ensure protection, security, and confidentiality of files/records, including transferring and disposing of records according to retention schedules and policies 

Manage Sick Leave Bank 

Assist employees with insurance benefit related questions and concerns  

Assist in enrollment and orientation for new hires 

Assistance to the Executive Director and Board (About 10%) 

Assist the Executive Director with scheduling and written correspondence as needed. 

Represent executive office with discretion and in a professional manner. Handle confidential information. 

Assist with Board and Executive committee communication, including scheduling monthly meetings and preparing/disseminating minutes and materials. 

Assist with Board and Executive committee initiatives, projects, and events.  

Assist in maintaining records/manuals pertaining to the Board of Directors 

Staff Responsibilities 

Work collaboratively with all CF/CIS staff to maintain a positive image. 

Attend trainings when required and funding is available. 

Understand and demonstrate the mission and goals of CF/CIS. 

Communicate regularly with the Executive Director 

Provide all paperwork and reports needed to CF/CIS 

Attend and participate in all CF/CIS staff functions including staff meetings 

Cross train, share information and communicate with all applicable staff 

Other duties, as assigned 

Education and Qualifications 

Minimum of an Associate degree required, preferably in general business, public affairs/nonprofit administration, human resources, finance, or a related field. Bachelor’s degree preferred. 

One year of experience as an office coordinator, executive or administrative assistant, or related experience. 

Alternatively, an equivalent combination of education, training, and experience will be considered. 

To apply 

Send your cover letter and resume to employment@childrenfirstbc.org. Position is open until filled. You will be required to submit three references prior to your final interview. 

Children First/Communities In Schools of Buncombe County provides equal employment opportunities to all employees and applicants for employment, without regard to race, color, religion, creed, sex, gender identity, sexual orientation, marital status, national origin, age, disability, military, or veteran status in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including but not limited to; hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. Children First/CIS complies with the Americans with Disabilities Act and its regulations.