JOIN THE FABSCRAP TEAM

ASSISTANT DIRECTOR

ABOUT THE POSITION

FABSCRAP is a start-up nonprofit rethinking textile waste in the fashion, interior design, and entertainment industries in NYC. We provide convenient pickup of unwanted fabric and actively engage the local creative community in reuse.

The Assistant Director position is responsible for administrative tasks in support of the Executive Director/CEO, team, and organization. This role will ensure smooth running of the organization's initiatives, contribute to strategic planning, and facilitate efficiencies and growth in every department to achieve our mission and goals. This is not a management or supervisory position to start, but that is the expected growth track.

We are a small team and everyone contributes beyond their core responsibilities. Teamwork and initiative are a must! Because of the start-up nature of our work, things move quickly, and you’ll have real ownership to define and refine procedures. We are excited for someone to be creative in this role and grow with us.

RESPONSIBILITIES AND DUTIES

A) BUDGET AND FINANCE

1. Managing FABSCRAP's financial transactions by processing invoices for both customers (accounts receivable) and vendors (accounts payable) in a timely manner, ensuring accurate and timely payments are received and made, while also resolving any discrepancies and maintaining detailed financial records.

2. Oversee procurement and revenue of each Department, ensuring expenditures align with the established budget and strategic goals and objectives, and make necessary adjustments to maintain financial stability.

3. Management of cash drawers, making change, notes, and deposits as necessary.

4. Oversee all account maintenance, renewals, and vendor relationships.

5. Main point of contact for FABSCRAP’s dedicated bookkeeper and accounting team.

6. Assist in annual audits, budgeting, operational planning, and forecasting as needed.

B) HR, TIMEKEEPING, AND PAYROLL

1. Administrative support in hiring: creating postings, triage of initial candidate pool, scheduling interviews, drafting offer letters.

2. Manage employee onboarding and exit procedures, including establishing and maintaining digital and physical employee files, setting up time profile, company email, and access to other company accounts.

3. Administration of all FABSCRAP workplace policies, including an annual review of FABSCRAP’s employee handbook to ensure accuracy and compliance with all required workplace regulations.

4. Tracking all employee required trainings and professional development.

5. Manage all assignment, maintenance, and return of all employee equipment, keys, permits, etc.

6. Oversees all payroll and timekeeping process, including the accuracy and timeliness of bi-weekly timecard submissions and running payroll, employee time and leave administration, tracking holidays, overtime approval, tracking reimbursements, ensuring compliance with all local, state, and federal taxes and employment requirements. Creating any/all payroll report requests as needed.

7. Establishing consultant profiles, files, and payment as needed.

8. Main point of contact for FABSCRAP’s dedicated HR team.

C) FUNDRAISING AND DEVELOPMENT

1. Lead public fundraising programming and campaign development during key giving moments (Earth Month, Anniversary, EOY, etc), including Monthly Donor recruitment and relationships.

2. Donor relations, including maintaining donor database and profiles, outreach/recruitment initiatives, appreciation initiatives, retention tracking, and community building.

3. Lead FABSCRAP’s annual digital silent auction, including soliciting and procurement of in-kind donations, auction site management, acknowledgements and thank-yous to all sponsors and donors, pack and ship all items to winners, data analysis on event performance.

4. Manage and maintain FABSCRAP profiles on all giving platform, track how each platform disperses funds, and create giving data reports as needed.

5. Seeking grant opportunities, assisting with grant applications, grant management and reporting as needed.

6. Assist in creating focused business development and fundraising strategies.

D) INSURANCE AND COMPLIANCE

1. Manage and maintain appropriate Insurance coverage including policy administration, claims management, risk management. Make sure coverage meets the requirements of donors, landlords, clients, grantors, etc as possible.

2. Complete annual insurance audits as required.

3. Monitor for any changes or updates needed to remain on compliance with federal, state, and local laws and agencies. (FDNY, OSHA, etc.)

4. Review policies and carriers regularly to ensure sufficient coverage, compliance, and manage costs.

E) TEAM, INTERNS, AND OFFICE

1. Attend meetings, functions, and events on behalf of FABSCRAP and assist with Industry relevant actions: signing letters of support, lobbying, advocacy, supporting partner orgs, etc.

2. Coordinating Press opportunities and scheduling.

3. Manage FABSCRAP’s Internship Program. Preparing for each new cohort, determining need and description for each role, administration of all intern agreements and payments, assisting the team with setting goals and priorities, preparing midterm and end of term reviews, correction as needed, and feedback for team.

4. Celebrating team wins, milestones, birthdays, anniversaries, etc.

5. Other Office admin: checking and processing the mail, updating the monthly Chore Chart, manage phone system, and other office amenities.

D) Budget-Focus: Finding creative ways to reuse materials/equipment to keep expenses low and reduce waste. Seek out repair and maintenance options.

E) Mission-Focus: It’s particularly important for this role to establish boundaries for the team and departments to avoid scope-creep and keep all activities aligned with FABSCRAP’s mission, goals, and values. As an external representative for the organization, understanding and being able to speak to all programs.

F) Teamwork-Focus: Collaborating with all members of the FABSCRAP Team to create a safe, supportive, and productive workplace. Including a commitment to direct and genuine conflict resolution and an open and honest contribution to FABSCRAP’s developing diversity, equity, and inclusion work.

G) Safety Focus: Collaborating with all members of the FABSCRAP Team to create a safe, clean, organized space for our team and visitors. Communicating concerns immediately and assisting with solutions.

OTHER ACTIVITIES (AS NEEDED)

• Represent FABSCRAP with clients, donors, volunteers, media, and other external stakeholders.

• Ability to cover other departments as needed.

• Providing content for social media and annual reports.

• Website edits and updates as needed.

• Represent FABSCRAP appropriately, honestly, and with a positive attitude.

• Provide strategic feedback often to help FABSCRAP grow and succeed

QUALIFICATIONS AND SKILLS

• At least 3+ years of relevant work experience (nonprofit management, fundraising, finance/accounting, HR, etc)

• Creative thinker who can self-manage, meet deadlines, and complete tasks in timely manner.

• Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously.

• Ability to build relationships, collaborate and work with a variety of coworkers across teams and external partners.

• Ability to jump into tasks as necessary, ask questions, and be agile

• Passionate and knowledgeable about sustainability, recycling, and the fashion industry.

• Strong sense of the FABSCRAP brand and what it represents; eager to share the company's mission

• Attention to detail is a must, efficient and accurate work is required.

• Must be comfortable and flexible within a start-up environment, where programs are always under construction, even as they are running.

TO APPLY

Send resume and cover letter to directors[@]fabscrap.org with the subject: ASSISTANT DIRECTOR – (your name).

DEADLINE

Submit your application no later than 5PM, Friday, March 28th, 2025.

Applicants will be reviewed as they are received and interviews offered on a rolling basis. Please do not wait until the deadline to apply.

Please note: FABSCRAP is a fully vaccinated workplace.