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Office Manager

HIAS and Council Migration Service of Philadelphia


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Published 10 days ago

October 23, 2020
$45,000 - $50,000

Job Title:    Office Manager

Supervisor: Deputy Director and Chief DEI Officer

Supervisee: Office Assistant

Salary Range: $45,000 - $50,000 Commensurate with Experience

Application Deadline: October 23, 2020



MISSION

 

Driven by the Jewish value of welcoming the stranger, HIAS Pennsylvania provides legal, resettlement and supportive services to immigrants, refugees and asylum seekers from all backgrounds in order to assure their fair treatment and full integration into American society. HIAS Pennsylvania advocates for just and inclusive public policies and practices.


General Description: The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office assistant supervision and admin task delegation.


Core Areas of Responsibilities:

-Human Resources Support

-Administrative Management

-Technology Support

-Building Management & Maintenance Coordination


TASKS:

Human Resources Support

●     Prepare onboarding packets for new employees, fellows, and interns and ensure all new employees, fellows, and interns are equipped with the technology and the supplies needed to get started.

●     Liaison with the payroll department and benefits vendors to ensure that employee benefits applications are submitted timely.

●     Under the mentorship of HR, maintain general knowledge of benefits packages to answer employee questions and/or to facilitate communication between staff and benefits vendors.

●     Update and organize employee personnel files

●     Keep accurate record of employee vacation and PTO

●     Complete employment verifications as needed


Administrative Management

●     Partner with HR to maintain office policies as necessary

●     Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office

●     Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time

●     Manage contract and price negotiations with office vendors

●     Prepare operational reports and schedules to ensure efficiency

●     Monitor office supplies inventory

●     Manage Envoy

●     Analyze and monitor internal admin processes

●     Communicate office changes to staff in a timely manner

●     Maintain organized filing systems and updated records of all organizational documents. (e.g. Tax-exempt certificate, lease agreements, etc.)

●     Perform other related duties as needed


Technology Support

●     Maintain updated and organized inventory of IT equipment.

●     In collaboration with IT vendors, put out IT fires and maintain uninterrupted work flow through clear communication and swift action.

●     In collaboration with the IT vendor, delegate the repair or replacing of damaged equipment.

●     Manage the office email domain. (G Suite)

●     Perform other related duties as needed.


Building Management & Maintenance Coordination

●     In collaboration with building security and DataWatch, manage a safe and secure work environment.

●     Be the direct point of contact for staff regarding maintenance issues and report concerns to building management.

●     In collaboration with building management, ensure the functionality of safety systems within our suite. (e.g. Fire alarms)

●     Perform other related duties as needed.


Qualifications:


  • Associate’s Degree required; Bachelor’s Degree preferred.
  • Minimum of 1-2 years managing an office or 4-5 years of Admin Assistant experience.
  • Must be computer savvy and proficient in Word, Excel, Power Point, and G-Suite functions.
  • The ideal candidate is well organized, detail-oriented, and is a problem-solver who takes initiative.
  • Ability to speak in front of a large staff to announce important office updates and comfort with sending regular email communications.
  • Must have good verbal and written communication skills; and fluency in another language like Spanish or French is a plus for emergency back-up receptionist purposes.
  • Comfortable working in a diverse workplace with a diverse client base.
  • Personal qualities of integrity, credibility, and a commitment to and passion for HIAS PA’s mission.
  • Ability to work some weekends and evenings. Though, not a regular requirement.



This is an exempt position; salary is commensurate with experience. Employment package includes comprehensive health care insurance coverage, 403(b) employer contribution retirement account, and very generous paid holiday leave and vacation provisions. Diverse candidates are encouraged to apply. 

HIAS PA is working remotely for the foreseeable future but under normal circumstances HIAS Pennsylvania is a fast-paced environment. There is considerable traffic in the office and the work environment has a moderate amount of noise. The office functions as a team and staff members are asked to work both independently and collaboratively.  


HIAS Pennsylvania is an equal opportunity employer and does not discriminate against applicants or employees on the basis of race, color, religion, gender, sexual orientation or identity, national origin, age, disability, political affiliation or belief, or veteran status. It is our policy to provide reasonable accommodation to qualified individuals with disabilities.


Applicants who represent minority and marginalized groups are strongly encouraged to apply.


Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the agency. Employees are also expected to understand and be in compliance with applicable laws and agency policies.

Job Title:    Office Manager

Supervisor: Deputy Director and Chief DEI Officer

Supervisee: Office Assistant

Salary Range: $45,000 - $50,000 Commensurate with Experience

Application Deadline: October 23, 2020



MISSION

 

Driven by the Jewish value of…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • 2-Year Degree Required

Benefits

This is an exempt position; salary is commensurate with experience. Employment package includes comprehensive health care insurance coverage, 403(b) employer contribution retirement account, and very generous paid holiday leave and vacation provisions. Diverse candidates are encouraged to apply. 

This is an exempt position; salary is commensurate with experience. Employment package includes comprehensive health care insurance coverage, 403(b) employer contribution…

Level of Language Proficiency

Fluency in a language besides English is a plus.

Fluency in a language besides English is a plus.

Location

Philadelphia, PA

How to Apply

Please email cover letter and resume in pdf format to yleung@hiaspa.org. Please no phone calls or inquiries about the status of your application.

Please email cover letter and resume in pdf format to yleung@hiaspa.org. Please no phone calls or inquiries about the status of your application.

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