Office Manager

H.O.P.E. Helping Other People Evolve, Inc., is a growing non-profit organization based in Central and Southern New Jersey, providing grief support to those recently widowed.

The Office Manager reports to the H.O.P.E. Board Liaison and provides administrative support to the organization, supervises Office Coordinators and volunteers, assists the Board in marketing initiatives and maintains the quality of the daily operations of the H.O.P.E. office. The ideal candidate will possess the ability to organize office workflow and supervise work processes of office personnel, be computer-literate, and demonstrate excellent communication skills with compassion. Experience with grief and interacting with grieving persons is highly preferred.

Key Responsibilities:

1. Manages office coordinators and volunteers, ensuring office staffing is maintained and that quality of work meets SOPs:
   1. Ensures new members are registered, provided compassionate support and group leaders provided member’s contact information.
   2. Ensures phone calls and emails are efficiently processed and persons have needs met in a timely manner.
   3. Ensures session schedules and materials are sent to group coordinators in a timely manner.
   4. Ensures monthly e-newsletter and 1st and 2nd year anniversary e-cards are distributed by office coordinators.
2. Recognizes need for office process change and creates/updates SOPs as needed. Communicates changes to Coordinators and Informs Board Liaison.
3. Organizes and maintains office documents under Board Liaison oversight.
4. Identifies office workflow quality concerns and informs Board Liaison of major issues and resolution of same. Involves Board Liaison for disciplinary and/or termination issues.
5. Coordinates website updates of chapter meeting information with technical support, as needed.
6. Regularly reviews and responds to Facebook comments and posts relevant information.
7. Sends donation thank you letters.
8. Schedules and trains office coordinators and volunteers. Communicates volunteer schedules and duties to office coordinators.
9. Is an active member of Marketing committee.
10. Assists Board with special projects including “outreach” mailing and fund-raising appeals. May delegate appropriate tasks to office coordinators.
11. Provides clerical support in conjunction with office coordinator.
12. Travel to post office, bank or other local merchants for supplies as needed.
13. Other duties as assigned.

Qualifications:

• Exceptional communication skills, organizational skills, and ability to multitask.
• Proficiency in Microsoft Office products including Word, Excel, and Outlook.
• Ability to provide initial grief support via phone and resolve concerns with compassion and fairness.
• Ability to manage people and processes.
• Ability to identify process variation and obtain resolution.

Physical Capabilities:

• Must be able to independently lift approximately 10-15 pounds.
• Must be able to remain stationary at a desk for 50% of the time.
• Ability to work 18 hours a week.

No benefits provided.

English, Spanish a plus