OFFICE MANAGER (PART-TIME) — JOB DESCRIPTION

About Behind the Book

Behind the Book is a literacy nonprofit that partners with New York City public schools and community-based organizations to inspire young people to become engaged readers and writers. Through innovative programs centered on diverse books and their authors, we help students discover the power of their own voices and cultivate their vast potential.

When you join the Behind the Book team, you become part of a creative, collaborative environment dedicated to equity in literacy and education.

Position Overview

Behind the Book seeks an Office Manager to keep our small, busy team running smoothly. This is a people-centered, hands-on role focused on office operations, administrative support, HR coordination, and ensuring a welcoming, well-organized workplace. The Office Manager reports directly to the Executive Director.

This role is well-suited for someone who thrives on variety, takes ownership of their work, and enjoys being the person who keeps things running behind the scenes. The four-day schedule offers flexibility while maintaining meaningful coverage for our team and office needs.

Schedule: The specific schedule will be set in coordination with the Executive Director. This is a hybrid role with in-office presence expected.

32 hours per week • 4 days per week

Key Responsibilities

Office Operations & Facilities

• Oversee the day-to-day operations of the office, ensuring a tidy, welcoming, and well-supplied work environment.
• Manage relationships with vendors, building management, and service providers (internet, copiers, office supplies, etc.).
• Coordinate office equipment maintenance, repairs, and supply ordering.
• Maintain and organize shared digital and physical filing systems, ensuring records are accessible and up to date.
• Coordinate logistics for internal meetings, staff events, board meetings, and organizational gatherings.

Financial Systems

• Serve as organizational liaison between Behind the Book and external bookkeeping/ financial service.
• Implement & maintain invoicing system between Behind the Book and our program partners.
• Maintain Tracking systems for receipts and Inkind donations.

Technology & Organizational Systems

• Serve as the first point of contact for basic technology needs, coordinating with IT support as needed.
• Maintain and support organizational tools including Google Workspace, cloud storage, and project management platforms.
• Help onboard new staff to office systems and tools.
• Identify and recommend improvements to administrative workflows and office processes.

Human Resources & Administration

• Support HR administration, including offer letters, employee records, benefits enrollment, and compliance with labor regulations.
• Coordinate staff onboarding logistics: equipment setup, workspace preparation, and systems access.
• Maintain organized and compliant personnel files and HR documentation.
• Serve as a resource for staff on benefits, time-off policies, and general HR questions.
• Support the Executive Director in maintaining organizational policies related to employment and staff operations.

Executive Director & Team Support

• Provide administrative support to the Executive Director, including scheduling, correspondence, and meeting preparation.
• Support coordination of organizational priorities, deadlines, and internal communications.
• Help plan and execute fundraising events, author events, and other program-related gatherings.
• Serve as a warm, reliable point of contact for staff, guests, and external partners on scheduled days.

Qualifications

• 2–4 years of experience in office management, administrative coordination, or a related role.
• Exceptional organizational skills and attention to detail.
• Strong interpersonal skills and a collaborative, service-oriented approach.
• Proficiency with Google Workspace; comfort learning new tools and platforms quickly.
• Experience supporting HR administration or employee onboarding is a plus.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Genuine enthusiasm for working in a small, mission-driven nonprofit environment.
• Bachelor’s degree or equivalent experience.
• Experience working with Quickbooks and Salesforce is a plus.

Key Performance Indicators

• A well-organized, smoothly functioning office that supports staff productivity across the full work week.
• Timely and accurate HR and personnel administration.
• Reliable, proactive support to the Executive Director and team on scheduled days.
• Vendor relationships and office systems maintained with minimal disruption.
• Staff and guests feel welcomed and well-supported.

Compensation

Salary Range: $40,000 – $50,000 annually

Benefits: health care benefits, paid time off, holidays, and 401(k).

How to Apply

Interested candidates should submit a resume and a brief cover letter to info@behindthebook.org describing their interest in the role and relevant experience. In your cover letter, please share one example of an office system or process you helped improve or build.

Behind the Book is committed to providing equal opportunity to all employees and applicants without regard to race, color, religion, national origin, sex, age, marital status, sexual orientation, disability, political affiliation, family responsibilities, or any other characteristic protected under federal, state, or local law. We are committed to maximizing the diversity of our organization.

health care benefits, paid time off, holidays, and 401(k).