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About the Role
The office manager is responsible for organizing all administrative activities that facilitate the smooth running of an office, including people, information, documents, data, and other resources. This role ensures office equipment is maintained, records are up-to-date, and administration processes work effectively. Knowledge of education/employment programming is also required.
Responsibilities
- Assists with and maintains the administrative department in terms of organization and aesthetics.
- Supports Program Director and staff with document submission, scheduling, and training.
- Implements and maintains efficient filing systems, ensuring data security, integrity, and confidentiality.
- Submits MOPs for resident movement and updates associated documentation.
- Assists Program Director with preparation for site visits/audits, ensuring accuracy of program materials.
- Organizes orientation and training of all staff members.
- Collaborates with Recreation Coordinator for resident birthday celebrations/holiday planning.
- Corresponds with DJJ liaisons and submits monthly reports.
- Performs a variety of errands for program/resident needs and related office managerial tasks.
- Responds to/directs calls to appropriate staff/department regarding resident youth location.
- Establishes and monitors procedures for record keeping, including office supplies, medical supplies, and food.
- Maintains schedules, appointments, and bookings for court hearings, FTC, etc.
- Confirms reservations for use of social service/other departmental meeting areas.
- Creates and prepares weekly menus in conjunction with ACS standards and requirements.
- Purchases food for program needs and maintains logs and receipts for reconciliation.
- Serves as the primary cook for the program.
- Assists in the recruitment of new staff and submits proper documentation to HR.
- Attends all recommended/assigned training and meetings.
- Performs other duties as assigned by program leadership.
Requirements
- Minimum of a High School Diploma with a minimum of 2 years’ professional administrative office experience OR an AA degree or some college in business administration with a minimum of one-year related experience.
- Must have knowledge of Microsoft Office, including Excel, PowerPoint, and Email.
- A valid New York State driver’s license.
- Strong communication skills with the ability to prioritize tasks.
- Reliable with the ability to work independently and effectively to meet administrative needs of the program.
Skills
- Administrative organization
- Record keeping
- Filing systems management
- Data security and confidentiality
- Document submission
- Scheduling
- Training coordination
- Communication skills
- Task prioritization
- Independent work
- Microsoft Office Suite (Excel, PowerPoint, Email)
- Cooking
- Errand running
Location
- Far Rockaway, Queens
Work Type
- Full-time
- In person
Experience Level
- Minimum 1-2 years of professional administrative office experience
Education Level
- High School Diploma
- AA degree
- Some college in business administration
About the Company
- Founded in 1826 as a home for orphaned children, St. John’s has evolved into a nonprofit social services agency providing residential care to New York City youth involved in the child welfare and juvenile justice systems.
- Offers holistic, trauma-informed support to young people up to age 21.
- Main campus in Rockaway Park, Queens, houses a Residential Treatment Center, Close to Home Non-Secure Placement programs, administrative offices, clinical services, and an on-site NYC Department of Education school.
- Operates a Non-Secure Detention residence in Richmond Hill and Limited Secure Placement programs in Brooklyn and Staten Island.
- Dedicated to helping youth heal, grow, and build the skills they need to achieve their goals and return to family or a stable, supportive environment as engaged members of their communities.
- Little Flower Children and Family Services of New York and St. John’s Residence for Boys have a long-standing history of serving children, youth, adults and families of color.
- Mission, vision, and values are grounded in elevating the shared humanity of every staff member, community partner and those with whom they engage.
- DEIB work is continuously evolving to strive for equity and inclusion for individuals of all races, ethnicities, genders, sexualities, ages, abilities, religions and lived experiences.
Equal Opportunity
- St. John’s Residence for Boys provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other legally protected group status.