Office Administrator

Make the Road States (MRStates) is the national home for the second-generation Make the Road family of organizations in Connecticut, New Jersey, Pennsylvania and Nevada, this in addition to New York, that serves to uplift the voices of working-class, immigrants, women, LGBTQIA people, and people of color across the Make the Roads umbrella. From an operational spectrum it serves as the Finance and Human Resources Compliance Officers for the umbrella at large.

Make the Road New Jersey (MRNJ) builds the power of immigrant and working-class communities to achieve dignity and respect through community organizing, the provision of high quality legal and support services, transformative education, and policy innovation. MRNJ is a project of Make the Road States. Founded in 2014, MRNJ operates centers and organizing hubs in the cities of Elizabeth, Passaic, Perth Amboy, and Newark, that reach thousands of immigrants and working-class people of color each year. Our member-led organizing committees -- which work on the issues named above-- implement strategies to combat shared problems and develop leadership and the capacity for civic participation. In the past four years, MRNJ has won more than 10 pro-immigrant and pro-worker policies, including the nation’s first guaranteed severance law, landmark anti-wage theft legislation, occupational and drivers’ license for undocumented immigrants and a $15 minimum wage. We also provide an array of high-quality bilingual services including ESOL, legal services in the areas of immigration and workplace rights, workplace safety training and college access.

This provision is included in a Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining.

Current Opening:

MRNJ is seeking an office administrator, this role will require in person work in our offices in Elizabeth, Passaic and/or Perth Amboy. The Office Administrator's role is to ensure smooth daily operations by managing office activities, supplies, facilities, and equipment. Responsibilities include providing administrative support through correspondence, scheduling, overseeing phone services, email, and mail distribution. The role involves maintaining office records, including employee files, and assisting with financial tasks such as managing petty cash, processing invoices, and tracking expenses. The Office Administrator coordinates meetings, events, and materials, supports staff with assigned duties, and helps foster a positive office culture by ensuring a safe, clean, and efficient work environment. Additionally, they assist with on-boarding, and training new employees, while offering event planning and logistical support. Strong organizational, communication, and multitasking skills are essential for success in this role.

Key Responsibilities but not limited to:

• Oversee daily activities, supplies, facilities, communication and equipment. Contributes to a welcoming, collaborative, and productive environment. oManage petty cash, membership fees, process invoices, track expenses, and ensure compliance with financial policies.
• Handle correspondence, scheduling, agendas, and support staff duties.
• Ensure spaces and common areas are maintained in a clean and tidy manner; perform office opening and closing protocols.
• Welcome visitors warmly, answer questions, and provide accurate information regarding our services. Manage phone services, email, and mail distribution; direct calls and visitors professionally.
• Coordinate with other departments to support events, initiatives, and services; stay informed about department activities and offerings.
• Schedule meetings/events, organize materials, and order event supplies in accordance to MRNJ policies and protocols
• Complete detailed data entry and maintain accurate records Maintaining confidentiality and ensures compliance with organizational policies.
• Builds positive relationships with vendors and follows up on delayed or incorrect orders.
• Organize office and employee records; maintain detailed and accurate records per the filing system.
• Participate in events including in-person large indoor/outdoor community events, rapid response events and street outreach.
• Help enforce safety and COVID-19 protocols in offices and events. Maintain communication with property owner and state agencies to address organization needs and requirements.
• Perform additional duties as assigned.

Requirements:

• High School Diploma or equivalent;
• Eligible to work in the US;
• Fully vaccinated with a FDA approved COVID-19 vaccine prior to first day;
• 1-2 years of relevant experience preferred;
• Proficiency (fluency preferred) in English and Spanish;
• Possess a commitment to collective action and community organizing.
• Have experience working in a multi-cultural and multi-ethnic work environment

Job Competencies:

• Excellent communication, interpersonal, problem solving and organizational skills;
• Manages shifting priorities and unexpected challenges effectively.
• Self-motivated; detail oriented, well-organized, and be able to prioritize assignments and workload;
• Flexibility to attend evening and weekend events and meetings, as needed;
• Comfortable multitasking and prioritizing tasks without guidance;
• Microsoft Office or Google Suite proficiency;
• Strong communication skills in person and by phone;
• Knowledge of or willingness to learn database and communication platforms;
• Strong interpersonal and conflict resolution skills;
• Willingness to grow professionally through learning, participate in trainings and accepting direction;
• Demonstrate an understanding of the challenges facing immigrant communities, communities of color, and low-and moderate-income families;
• Commitment to racial, social, and economic justice; Demonstrated ability to work effectively and respectfully with a diverse client population as well as with community members, co-workers, and the public;
• Self-starter with strong organizational skills and strong attention to detail
• Be highly professional and team oriented with a passion for excellence and eagerness to help the department meet our goals.
• Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervision in a fast paced environment.
• Ability to work under pressure required.
• Strong verbal and written communication skills
• High level of accountability and initiative; needs to be a self-starter and eager to do team work to support the organization as a whole
• Valid driver’s license and vehicle (preferred).

Salary and Benefits:

MRStates offers an excellent benefit package including health insurance, 401K, and generous paid vacation, sick, personal days. The salary range for this position is from $50,591 to $61,809.

How to Apply:

Please attach cover letter/resume and submit all documents to the Make the Road New States career center.

Make the Road believes that social change is best achieved through grassroots community-based organizing that flows directly from and engages the community demanding the change. As a membership-based organization, we are committed to providing equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, criminal history, or Veteran status. We strongly encourage those from historically excluded groups to apply.