Office Manager

Executive Headquarters (117 West 124th St)

1 day a week WFH

$58,400

Position Summary: Children’s Aid’s Early Childhood Division is founded on the belief that strong communities are built by children and families who have the access and skills and choice to create pathways to their success.

The Office Manager for the Early Childhood Division’s central office will support the Leadership Team in a variety of administrative functions. The Office Manager will assist with making the critical organizational connections that will ensure the integrated nature of our work synchronizes to ensure children and families are ready to be successful in Kindergarten and in life, and that all Head Start Performance Standards and specific funding regulations are met or exceeded.

Responsibilities: As a backbone member of the Early Childhood Division’s central office, and reporting to the Deputy Director of Budget and Operations, the Office Manager is responsible for the following:

Program Design and Management

• Effectively maintain the organization and daily running of the Early Childhood central office.
• Strengthen systems to track and support the Division’s HR work program compliance with various regulatory entities, including audits and site-level corrective action.
• Screen calls and maintain phone log when necessary (field and direct all phone calls for prompt response).
• Conserve VPs time by reading, researching and as needed, routing and following up on correspondence, drafting letters and documents; proofread memos and other documents for VP.
• Act as a liaison with other departments and outside contacts; handle confidential information.
• Build and maintain positive relationships with cross-divisional supports, as well as external vendors/partners.
• Assist with special projects on an as-needed basis.
• Create and monitor purchase orders and invoicing for the Early Childhood Central Team (accounts payable).

Leadership & Governance

• Coordinating meeting logistics for across the meetings/trainings calendar for the Early Childhood Division, as well as be the main point of contact for the Parent Policy Council.
• Set and maintain appointment schedules by planning and scheduling a variety of meetings, conferences, teleconferences and travel.

Continuous Quality Improvement & Outcomes

• Monitor general personnel compliance data and assess trends across the program year using Children’s Aid assessment tools (i.e. data management system, TMHR Portal, internal trackers, etc.)

Record Maintenance

• Complete and submit monthly reports to funders, as well as internal and external partners.
• Assist with the tracking a variety of personnel, budget and operational information.
• Maintenance and use of confidential files and information.
• Code and process invoices, create purchase orders and reconcile expense reports.
• Assist on special projects and events as assigned.
• Assist with administrative support to the Early Childhood Division as needed.

Professional Development

• Collaborate with the Central Leadership Team to plan, coordinate, and implement a wide range of diverse, relevant, and creative professional development opportunities for all staff.
• Participate in offered trainings, workshops, in-service days, and/or all-staff conferences.

Qualifications:

• Minimum 5 years’ experience as an Office Manager working with senior management; knowledge of standard office administrative practices and procedures; High School Diploma/GED required; Bachelor’s degree preferred.
• Ability to manage confidential information and documents with discretion.
• Expertise in MS Word, Excel, Outlook and PowerPoint.
• Strong verbal and written communication skills including ability to read, analyze, and interpret information and synthesize
• Strong reasoning skills including the ability to solve practical day-to-day problems and use good judgment in dealing with a variety of concrete variables; ability to interpret instructions furnished in written, oral or table format.
• Must be highly organized and able to work within competing timeframes; attention to detail and accuracy.
• Ability to manage multiple tasks/projects simultaneously; problem analysis and problem-solving skills.
• Ability to adapt to changing priorities in a fast-paced environment, from planning, to scheduling to implementation and follow up; trustworthy, discreet and flexible; excellent attendance record.
• Excellent computer skills: Microsoft Word, PowerPoint, Excel, on-line data management systems.
• Effective communication skills; both oral and written.
• Be organized and have effective planning skills.
• Demonstrate a professional approach.
• Be resourceful & dependable.
• Ability to work under pressure and meet tight deadlines.
• Preferably bilingual: Spanish/English.

Equal Employment Opportunity (EEO) Statement

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not to tolerate discrimination, harassment or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.