Operations Assistant

EOE Statement It is our policy to provide equal employment opportunities and will not unlawfully consider any factors of race, religion, age, creed, national origin, gender, disability, veteran or military status, genetic information, or any and all other unlawful biases regarding federal, state or local laws with regard to workers or applicants. DescriptionJob Title: Operations Assistant Position Type: Non-Exempt Department/Group: Administration Reports To: Operations Manager Status: Full Time M-F 8:30am-4:30pmMission Statement: To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus. Purpose of Your Job Position: Support the smooth functioning of Operations by handling and coordinating daily administrative and operational tasks. Qualifications and Education Requirements: Minimum of Associate's Degree or two years of College preferred. Minimum two (2) years' experience in general office management and procedures as assistant to executives or key personnel preferred Internet and computer literacy for business activities, Office 365 Fluently read, speak, write and understand English at a two year college level Position RequirementsSkills and Job Requirements Project a professional image through in-person, electronic and phone interactions Excellent working knowledge of Microsoft Office (Word, Excel and Access) Knowledge and implementation of basic practices and principles of organization, planning, records management and general office administration and discretion in handling such matters Proficient problem solving and conflict resolution skills Assist Operations Manager with resources for approved budget Ability to operate standard office equipment including, but not limited to, computer, telephone system, fax, copier, scanner and calculator Keyboard entry at 50 wpm minimum Ability and willingness to work as an individual and as part of a team in the planning, development and implementation of projects Project Management and ability to take responsibility of special projects when assigned; understanding and implementation of positive group dynamics Prioritize and perform multiple functions under time pressure and deadlines with accuracy while maintaining a positive disposition Job Functions: Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position, or in keeping with the individual's skills and qualifications. Duties and Responsibilities1. Administrative Support: provide essential administrative support, which includes scheduling appointments, organizing files, managing communications, and preparing reports Perform general clerical duties to include, but not limited to, responses to correspondence containing routine inquiries, copying, faxing, and scanning. Coordinate, maintain, file and retrieve organizational documents, contracts, agreements, records and reports. Obtain all necessary invoice approvals and back-up documentation for purchases, gathering information, code and send to Finance Department. Maintains the preventive maintenance schedule for Carmelite Sisters properties. 2. Coordination and Communication: liaison between different departments, vendors, and clients, ensuring effective communication and coordination of tasks. This may involve handling inquiries, managing correspondence, and facilitating meetings. Communicate with CS/Apostolate finance department regarding billing, etc. Arrange for repair and maintenance of office equipment Receives and routes IT work requests Assist IT specialists with scheduling the training in-service calendar. Handles maintenance work requests For Carmelite Sisters Properties. 3. Inventory and Supply Management: manage inventory levels, order supplies, and ensure that necessary materials are available for daily operations Assists IT specialist with annual of inventory Assist purchasing with IT supplies and equipment Oversee purchase and procurement of Operations and housekeeping supplies. 4. Data Management: responsible for maintaining and updating records. Maintains IT audit information Inventory records Preventive maintenance schedules Capital bids and contract renewals 5. Project Assistant: Assist in project management tasks, organize and execute various business initiatives. 6. Follow all guidelines in the handbook and policies, as well as, all safety procedures established by Carmelite Sisters 7. Perform other functions as assigned by Operations Manager Working Conditions Will need to sit and/or work on computer for extended periods of time Is subject to frequent interruptions Is subject to emotionally upset residents, family members, personnel, vendors and visitors on occasion Must be able to travel locally as needed Must be able to work evenings and weekends as needed. Physical and Sensory Requirements Must be able to move intermittently throughout the workday Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met Must be able to push, pull, move, a minimum of 25 pounds and be able to push, pull, move, such a weight a minimum distance of 50 feet Must be able to lift and/or carry a minimum of 25 pounds and lift to a height of 5 feet Full-Time/Part-Time Full-Time Shift -not applicable- Salary Range $20.17-$25.00 Position Operations Assistant Number of Openings 1 Exempt/Non-Exempt Non-Exempt Location Carmelite Sisters of the Most Sacred Heart of Los Angeles About the Organization The Carmelite Sisters of the Most Sacred Heart of Los Angeles celebrate 90 years of service to the Los Angeles Archdiocese through apostolic works in health care, education and spiritual retreats. Please visit our website for more information: This position is currently accepting applications.

Created: 2026-03-12