Shift Schedule: Monday-Friday: 9AM-5PM
Hours Per Week: 35
General Responsibilities:
Office Manager for the Community Guardian Program (CGP) is responsible for overseeing and facilitating the day-to-day operations of the program, including cross-team collaboration, communication within CGP and JASA, and ensuring smooth operations of the program. They will support the Associate Director of Compliance and Operations, Community Guardian Program to ensure HRA contract deliverables are met timely, accurately, and within budget and legal documents meet the court’s requirements within a specified timeframe when needed. They will be responsible for supporting the logistical needs of the program to ensure operational efficiency.
Primary Responsibilities:
-
Supports the Associate Director of Compliance and Operations, Community Guardian Program to ensure that time is planned and expended with maximum efficiency and effectiveness.
-
Supervise administrative assistant
-
Submits onboarding/off-boarding for staff and Interns
-
Submits IT requests, troubleshoots IT related issues for staff, and manages devices for clients through T-Mobile
-
Supports the Annual Reports project
-
Processes client related purchases and client relief services
-
Oversees office maintenance schedules and repairs
-
Manages in-office staff attendance schedule and personnel calendar
-
Submits and tracks monthly office expenses, work expenses, reconciliations for petty cash and credit cards in conjunction with the CGP Finance Department
-
Provides administrative assistance to the CGP Legal Department as needed
-
Tracks staff trainings to ensure agency training requirements are completed
-
Purchases and tracks office supplies, metro cards and manages program inventory
-
Updates caseload assignments in Safeguard and JACKIE
-
Reviews the monthly Heavy Duty Cleaning submissions to HRA
-
Liaises between vital records, funeral homes and program to obtain birth and death certificates
-
Manages on-call schedule for the Management Team
-
Maintains a primary office presence (4 days a week) and is available outside 9-5 work hours as needed
-
Serves as receptionist phone back up
-
Coordinates special events and program meetings
Qualifications:
-
High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred. Relevant experience may substitute for formal education
-
At least five years of administrative or operational experience, preferably in a nonprofit, social services, finance, or legal setting
-
Experience with government contracts, budgeting, and working with government agencies is a plus
-
Able to operate in an ambiguous environment, take initiative, and learn from mistakes
-
Strong collaboration skills and an ability to maintain composure and provide leadership in a face-paced, high-stress program
-
Strong communication skills and the ability to facilitate effective interdisciplinary communications with a diverse group of stakeholders
-
Solid technology skills, including the use and maintenance of client-level databases
-
Strong commitment to CGP and JASA’s mission.
-
Understanding and appreciation of the roles of race, religion, ethnicity, sexual preference, and individual values as they relate to serving clients and families
