Office Manager, Baby College GRADS

We are currently seeking an Office Manager to promote and maintain the overall smooth operation of the office and the well being of its employees. The ideal candidate will be a team player who can interact well with diverse individuals from a variety of social, ethnic, and organizational backgrounds and someone who is detail-oriented and enjoys a fast-paced, progressive work environment.

Essential Duties and Responsibilities

• Responsible for ordering, organizing and creating an inventory of office and program supplies
• Creating and managing internal and external program documentation (i.e. monthly calendars, event invitations, recruitment flyers, meeting logs, etc.)
• Managing a multi-line phone system daily and directing all correspondence through the proper channels
• Performs general clerical duties (i.e. photocopying, faxing, mailing, faxing, filing, etc.)
• Supports the maintenance and repairing of office equipment and ensures it is done in a timely and proper manner
• Interacts with the appropriate parties to address building service issues such as HVAC, electrical, plumbing and security
• Supports the onboarding process for new staff (i.e. setting up desk spaces, access to office supplies and IT resources etc.)
• Responsible for the delivery and collection of interoffice and external mail
• Perform telephone outreach and recruitment efforts as needed
• Prepares memorandums and related materials describing office procedures and standards
• Creates, maintains and updates document filing systems for client and office management materials to ensure records are organized, appropriately accessible and accurate
• Setting up event spaces and acquiring resources (i.e. food, audio/visual tools, documentation, etc.) for internal meetings and community engagement activities
• Maintaining a resource binder with the service details and contact information for vendors
• Assist with day-to-day financial recordkeeping as needed (e.g. petty cash payments, expense reports, etc.)
• Coordinates the purchase order process and negotiates contracts for office supplies, furniture, equipment and administrative/maintenance services
• Performs other duties as assigned

Qualifications, Skills & Knowledge Requirements

• A commitment to the mission and programs of the Harlem Children's Zone
• An Associates Degree and/or successful completion of business/secretarial training with 3-5 years of relevant administrative experience
• Excellent written and oral communication skills
• Ability to think critically and strategically in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, Power Point, etc.) and Outlook
• Familiarity with Data Management Systems (i.e. Child Plus, Zora, etc.) a plus
• Comfortable working in various urban settings and with diverse populations

To be considered, interested applicants must submit a cover letter and resume. No telephone inquiries or recruiters please. Replies will only be sent to qualified applicants. HCZ is an EOE.