Office Manager

KEY RESPONSIBILITIES

Office Management, Communications, and Reception

• Upon arrival, greet HRC visitors warmly and ensure they are routed to the appropriate staff person or training space

• Respond to inquiries made in person, by phone, mail, or email regarding HRC services

• Receive, sort, log, and distribute mail

• Log checks received into the appropriate database(s), assist with the maintenance of communications and development databases and listservs, and produce weekly acknowledgement letters

• Conduct monthly inventory of office supplies and equipment, place orders as needed, and submit necessary reconciled and approved paperwork to Finance

• Proactively provide support for trainings, as well as HRC meetings: phone and technology setup, food and beverages (if applicable), preparing the space, ensure sufficient training supplies, and so on

Facilities and IT Support

• Responsible for agency facilities and equipment. Liaise with staff, landlords/management agents and vendors, as needed

• Ensure facilities and equipment (including telecom) are maintained and in good repair

• Act as primary liaison with the IT consultant, including triaging all staff IT requests; oversea third-party maintenance of licenses and update network applications as required; oversea third-party maintenance of storage updates for all systems, including but not limited to, FEZ and Salesforce NPSP

• Conduct basic troubleshooting of technology issues, such as the inability to copy or print, log into the network, browse the internet, or make outgoing calls

• Replace or repair defective computer/laptop parts and other equipment

• Assist with the IT onboarding process for new staff, including the ordering of new equipment. Ensure staff are trained, set up with all necessary user accounts, and are able to utilize agency technology, including copiers.

• Work with Director of Operations to conduct monthly “Tech Pod” technology trainings for staff

• Contribute to the development, monitoring, and implementation of the IT strategy with the Operations team and IT consultants

• Supervise all maintenance and cleaning activities; perform basic maintenance duties when necessary

Publications and Merchandise

• Ensure training materials and publications are inventoried, ordered, and available to staff and the general public at all times

• Manage online sales, including inventory, ordering, and shipment of merchandise and publications

• Track and reconcile expenses and revenues for materials, publications, and merchandise with the Finance Department

• Work with the Community Engagement and Events Coordinator to maintain merchandise table for HRC’s national conference and other events where HRC maintains a presence

Human Resource and Administrative Support

• Under absolute confidentiality, assist with the administrative aspects of all recruitment, termination, and employee status changes. Produce all required documentation and maintain personnel records to ensure compliance with funding sources and standard DOL regulations and procedures

• Assist with the maintenance and storage of digital operations files, including vendor [sub]contracts, RFP award letters, and workplans

• Assist with the maintenance of the Employee Manual, and support the management team in the development and implementation of policies and procedures

• Offer administrative support for staff development activities, staff meetings, and other high-attendance HRC meetings or events. Accurately record and file minutes from staff meetings and team meetings as necessary

• Assist with project management of HR/Operations-related projects

• Act as point of contact in the NY office for Director of Operations, being sure to relay any pertinent personnel issues as soon as possible

• Provide general administrative support to HRC staff, including shipping, scheduling, and material production

• Act as notary public for the NY office

• Additional duties, as required