Office Manager - 3Rd Street Women's Residence

Job Overview:

• Schedule: 35 hours per week – typical hours Monday through Friday from 9am - 5pm
• Type: Regular, Full Time
• Pay: $55,000 annualized salary, non-exempt + benefits package
• Location: Fully in person in the Lower East Side

Program Overview:

The Third Street Women’s Residence provides transitional shelter and supportive services to 79 homeless women with mental illness concerns who need permanent housing. The program offers an array of social and housing placement services working with the residents to enhance and develop life management skills and wellness plans for their mental health condition. This role is essential to the programs planning, coordination, and organizing the day-to-day activities of the facility.

Job Summary:

As the Office Manager at our Women’s Residence, you will play a crucial role in managing the office of the program to ensure the efficient operation. You will work with everyone working at this program, as well as interfacing with other Henry Street departments (i.e., IT, Purchasing, Facilities) to ensure all program needs are met. You will be expected to swiftly handle a high volume of phone calls and emails while maintaining all office needs. You must have a commitment to and passion for the human service field, and want to grow into a career in the nonprofit sector.

Qualifications:

• High School Diploma or equivalent required; high preference for a Bachelor's Degree
• 5+ years of professional experience
• Proficient in Microsoft Excel, Outlook, Word, Google Suite and PowerPoint
• Outstanding written and verbal communication
• Excellent interpersonal skills, ability to interact well with and understand needs of a diverse population.
• Professional, courteous demeanor
• Ability to handle multiple high priority tasks simultaneously.
• Good judgment and problem-solving skills.
• Strong organizational skills, ability to work independently, and in a team setting.
• Self-motivated, takes initiative and able to work under pressure.
• Bilingual English/Spanish preferred

Responsibilities:

• Oversee daily operations of the office for this busy program maintaining a welcoming and organized office environment at all times.
• Prepare client folders and binders for all new clients; maintain records for current and previous clients. Update records daily by filing new forms.
• Work closely with Maintenance and IT teams to ensure all facilities and technology operations are running smoothly for current and new team members. Create tracking systems to ensure all operations are kept up to date.
• Establish and maintain filing systems; prepare records for storage and/or archiving
• Make sure resident information is accurate and current by creating systems to maintain sign-in/out books, resident signature books, etc.
• Administrator departmental purchasing, petty cash, inventory, check requests, AMEX, invoices, and timecard processes; prepare reports, support audits, and work with the Purchasing, Fiscal, and Payroll teams as needed.
• Assist residents and visitors in person and over the phone, in person, and over email.
• Manage and maintain appointments and schedules for a variety of team members.
• Assist with the daily update of clients into database systems.
• Other related duties as assigned by supervisor.

Essential Physical Job Functions:

• Ability to communicate clearly.
• Must be able to use a computer.
• Must be able to read, write, type and use phone system.
• Ability to perform tasks that require lifting, reaching, and bending.

Experience

• Two to three years solid office experience

• Excellent interpersonal skills, ability to interact well and understand needs of a diverse population
• Proficient in Microsoft Excel, Outlook, Word, and PowerPoint

Education

• High School or better