Office Administrator

Sin Barreras/Without Barriers, Inc. is a nonprofit dedicated to helping immigrants navigate US immigration, legal, healthcare, and educational systems with a focus on the Latine community. We provide direct services, referrals, workshops, and clinics through advocacy. We need a patient, resourceful self-starter to join the team in our Charlottesville, VA office. This full-time office administration position supports staff and office volunteers, coordinates events and outreach, creates reports, maintains administrative operations, manages the organization’s technology and information security systems, and supports onboarding and training of new staff and volunteers.

Key Responsibilities:

Office Administration:

• Oversee the daily administrative operations of a bilingual, multicultural nonprofit office to ensure efficiency and smooth workflow
• Maintain and organize both physical and digital filing systems with a focus on security, accessibility, and confidentiality
• Monitor and track office revenue and expenses, assisting with budgeting and financial record keeping
• Coordinate and schedule weekly staff meetings, including preparing agendas and tracking follow-up on action items
• Manage the organization's primary email account (info@), responding to inquiries promptly and routing messages to the appropriate team members
• Provide proactive administrative support to Client Service Coordinators, identifying ways to streamline processes and enhance service delivery
• Stay informed about local community resources and services to support staff and ensure clients receive accurate, up-to-date referrals
• Manage program calendars, ensuring seamless coordination of services, events, and availability
• Oversee the office call log to ensure it is accurately maintained and appropriately filed for documentation and follow-up

Outreach and Events:

• Lead or support community outreach events and manage incoming requests from partners
• Maintain and update the organization’s events tracker, collect feedback, and coordinate logistics

Volunteer and Staff Engagement:

• Support the volunteer coordinator by managing tasks and setting goals for office volunteers
• Train new employees and volunteers on office procedures, tools, and expectations

Policy and Procedure Development:

• Help establish and document internal policies, procedures, and workflows to improve operations

Technology and Information Security:

• Oversee all technology systems and tools used by the organization (hardware, software, accounts)
• Serve as primary contact for tech support, troubleshooting, and vendor management
• Maintain and implement best practices for digital security, data protection, and backups
• Manage staff access to systems and ensure secure handling of sensitive client information

Qualifications:

• Bilingual in English and Spanish
• Prior experience in office administration
• Strong organizational and multitasking abilities
• Proficient in Microsoft Office Suite, Google Workspace, and basic digital file management
• Comfortable learning and using database systems or client management tools
• Excellent communication and interpersonal skills
• Knowledge of immigration processes is a plus
• Patience and compassion for working with immigrant families
• Able to thrive in a dynamic, evolving nonprofit setting
• Passionate about social justice and immigrant rights

Salary

The salary will be between $21 and $23.50 per hour, depending on the candidate's qualifications and experience.