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About the Role

Oversee and coordinate administrative and operational functions across seven office locations, serving as the primary resource for administrative staff and developing/implementing operational standards and best practices.

Responsibilities

Provide leadership, guidance, and support to administrative staff across all office locations.
Lead and coordinate the Statewide Administrative Team.
Develop, document, and implement standardized administrative procedures and best practices across the organization.
Establish and maintain office protocols related to mail handling, reception services, records management, office security, scheduling, and other administrative functions.
Identify opportunities to improve operational efficiency and recommend solutions that enhance service delivery and staff productivity.
Serve as the primary point of contact for facilities-related issues across all offices.
Coordinate office maintenance, repairs, renovations, moves, and space planning activities.
Develop relationships with landlords, property managers, and facility vendors to ensure office needs are addressed promptly.
Ensure offices are safe, functional, professional, and equipped to support organizational operations.
Oversee organization-wide purchasing of office supplies, furniture, equipment, and other operational resources.
Develop and maintain inventory management systems for office and technology assets.
Manage vendor relationships and service contracts.
Review, process, and coordinate payment of operational invoices in collaboration with Finance.
Identify cost-saving opportunities and ensure effective stewardship of organizational resources.
Serve as the administrative liaison for office technology and equipment issues.
Coordinate with IT staff and vendors regarding equipment deployment, troubleshooting, maintenance, and office technology needs.
Support onboarding and offboarding processes related to office equipment and workspace setup.
Assist with organization-wide technology initiatives and office infrastructure projects.
Provide administrative and project support to the Operations Team.
Coordinate organizational meetings, trainings, retreats, and special events.
Assist with project planning, implementation, and tracking for operational initiatives.
Prepare reports, presentations, and operational documentation as needed.
Develop, implement, and monitor operational policies, procedures, and workflow systems.
Ensure consistent implementation of organizational protocols across all office locations.
Lead special projects and operational improvement initiatives.
Analyze operational processes and recommend improvements to enhance effectiveness and efficiency.
Coordinate cross-departmental efforts to support organizational priorities.
Demonstrate a high level of comfort and commitment to working with people from marginalized communities.
Work closely with your assigned supervisor and participate in regular supervision meetings, including work plan development and grant deliverable management.
Supervise other practice group members if needed.
Perform administrative and other support-related duties to serve clients and fulfill the mission of a non-profit legal services organization.
Perform other duties as assigned by your supervisor and/or to meet the organization’s needs.

Requirements

Travel to and work in the Rochester Telesca Center office is required to meet client and organizational needs.
Three (3) or more years of progressively responsible experience in office administration, operations management, facilities management, or related operational leadership roles.
Strong knowledge of office operations, administrative systems, and organizational best practices.
Demonstrated project management and process improvement experience.
Advanced proficiency in Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint, with the ability to quickly learn and adapt to other applications.
Proficiency in using Adobe and other document management systems, with the ability to schedule appointments, manage calendars, documents, and collaborative workflows.
Excellent organizational skills with the ability to manage multiple priorities simultaneously.
Strong analytical and problem-solving skills.
Ability to work independently while building collaborative relationships across departments and locations.
Excellent verbal and written communication skills.
Customer service-oriented mindset and commitment to creating positive workplace experiences.
Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
Experience managing vendors, contracts, purchasing, and facilities-related activities.
Ability to adapt to changing organizational needs and priorities.
Experience in and commitment to working with marginalized communities.

Skills

Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint)
Adobe
Document management systems
Scheduling
Calendar management
Document management
Collaborative workflows
Organizational skills
Project management
Process improvement
Analytical skills
Problem-solving skills
Independent work
Collaboration
Verbal communication
Written communication
Customer service
Judgment
Confidentiality
Vendor management
Contract management
Purchasing
Facilities management
Adaptability

Location

Rochester Telesca Center

Work Type

Full-time
35-hour workweek

Experience Level

Three (3) or more years of progressively responsible experience in office administration, operations management, facilities management, or related operational leadership roles.

Salary/Compensations

$57,999-$65,997

Benefits

Comprehensive health insurance plan for employee and family
14 paid holidays
Generous vacation time
Generous sick time
Generous personal time
Group term life insurance
403(b) with employer contributions (vesting after 12 months)
$1,500 bilingual salary enhancement for qualifying employees

About the Company

Empire Justice Center is a diverse, highly respected statewide legal services organization that fights for marginalized low-income individuals and families across New York.
We succeed through direct legal representation, high-impact litigation, legislative advocacy, and training the next generation of advocates.
Our team is passionate, determined, and committed to justice for communities facing poverty, housing insecurity, immigration issues, domestic violence, disability discrimination, and civil rights violations in schools.

Equal Opportunity

Empire Justice Center is an Equal Opportunity/Affirmative Action employer and strongly desires a diverse and inclusive workforce.
Empire Justice Center provides equal employment opportunities to all employees and applicants.
It prohibits discrimination and harassment of any type, specifically: race, color, religion, age, sex (including pregnancy and gender identity), national origin, disability status, genetics, neurodiversity, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
If you need reasonable accommodations, please contact Human Resources at HRSupport@empirejustice.org.
Empire Justice Center is committed to the full inclusion of all qualified individuals.
As part of this commitment, Empire Justice Center ensures that persons with disabilities and/or communication barriers have reasonable accommodations.