Who we are
The Vera Institute of Justice, founded in 1961, is a nonprofit criminal justice organization that strives to build just government institutions and safe communities free from the scourge of racism, white supremacy, profit, and inequity that is pervasive in this country’s legal systems. We are an “inside” lane organization that drives change at scale with ambitious public sector leaders who share our commitment to building anti-racist, reparative systems that deliver justice. We leverage our access to government to transform these systems and work collaboratively with stakeholders across many movements—including advocacy, grasstops, and grassroots organizations. Our role is to pilot solutions that are transformative and achievable, harness the power of evidence to drive effective policy and practice, and use advocacy and communications to change narratives and norms.
Vera has a staff of almost 300 people and offices in New York City, Washington, DC, Los Angeles, and New Orleans. We are an equal opportunity employer with a commitment to diversity in the workplace. We expect our staff to embody respect, independence, collaboration, commitment, anti-racism, and equity—both in our outward-facing work and the internal culture of our workplace. We value a range of experiences in people’s educational backgrounds and encourage people who have been directly impacted by the criminal justice system to apply.
Who you are
Reporting directly to the Director of Workplace Services, the Community Associate is responsible for maintaining the day-to-day operations of Vera Los Angeles Office, managing vendor relationships, coordinating facilities matters with building management and executing general operational tasks.
In this role, you will:
- General Operations
- Improve the office environment providing a safe, productive and pleasant workspace for all departments and employees utilizing forward thinking and creative problem solving techniques.
- Oversee the ordering of office supplies, stationary, institutional collateral and business cards
- Maintain all maintenance contracts and vendor relations; including copier lease renewals, oversight of annual contract and insurance renewals
- Arrange travel and accommodations
- Greet guests, answer telephone calls and manage a system for regular and emergency back-up
- Manage mail services including the storage and distribution of packages, maintaining on-site storage, sorting all incoming and external mail and faxes, post all outgoing mail.
- Community Building
- Onboard and provide orientations and trainings to new hires and staff
- Acts as the point person for all meetings and special events held at the Vera California offices. This includes coordination of all logistics and physical space needs; notifying Vera staff of visits and meeting related activities.
- Coordinates in-person and virtual staff support activities such as breakfasts, staff meetings and trainings, and special events which may, on occasion, require evening or weekend support
- Keeps a consistent and outward knowledge and communication of city and community events that will affect the staff in any way – e.g. BART strike, Presidential visits.
- Contribute to the development and sustainability of the overall office culture.
- Facilities Management
- Manage relationship with building management, security, and engineers.
- Maintain seating chart and allocate space to meet organizational needs.
- Maintain office security by following safety procedures and controlling access.
- Maintain the security system and alarm system.
- Manage the upkeep of the office, including coordinating office repairs, facilitating proper housekeeping of space, maintaining cleanliness of all shared office space and kitchen area.
- Purchase and maintenance of inventory of office furniture and fixtures, equipment, house-keeping functions, and all office supplies- including managing and tracking the annual/monthly budget.
- Maintain physical maintenance of office space, including conference rooms, mailroom, photocopy and fax machines.
- Coordinate rentals of additional workspace (WeWork, Spaces, etc.), conference space and storage facilities
- Process invoices and payments; including the management of the check-signing process
- Track postage expenses
- Process staff reimbursements
- Serve as the AMEX account administrator, responsible for managing the corporate card account.
- Information Technology
- Information Technology assistance, which requires technical troubleshooting and managing repairs/site visits from our service provider and AV company in partner with our IT consulting team.
- Responsible for budget and inventory of all computers, telephones and the ordering and installation of new hire equipment.
- Administrative Support
- Provide administrative support to the leadership of the regional office.
- If needed upon request create newsletters and/or other communication for internal and external dissemination
What qualifications do you need?
- Minimum of 3 to 5 years office management experience, including meeting coordination.
- Strong working knowledge of Microsoft Office (particularly Word, Excel, and Power Point)
- Familiarity with remote meeting technology such as Skype or Webex
- Exceptional organizational skills
- Excellent writing, communication, and interpersonal skills.
- Analytical thinking and rapid problem-solving skills.
- Ability to work effectively with, and without, close supervision.
- Ability to manage work on multiple projects effectively and efficiently.
- Proven ability to multitask and balance competing priorities.
- Must be able to identify and resolve problems in a timely manner.
- Keen attention to detail
Applications may also be faxed to:
ATTN: Human Resources / Community Associate, Workplace Services
Vera Institute of Justice
34 35th St, Suite 4-2A, 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.
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