Children's Aid
Office Manager
Children's Aid, New York, New York, us, 10261
Children's Aid Office Manager Manhattan, New York
Office Manager 11/15/24 Full Time--ManhattanJob ID: 007409
Description:
$58,400Position 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 ManagementEffectively 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 & GovernanceCoordinating 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 & OutcomesMonitor 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 MaintenanceComplete 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 DevelopmentCollaborate 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.Effective communication skills; both oral and written.Be organized and have effective planning skills.Demonstrate a professional approach.Ability to work under pressure and meet tight deadlines.Preferably bilingual: Spanish/English.Equal Employment Opportunity (EEO) StatementIt 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.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.
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Office Manager 11/15/24 Full Time--ManhattanJob ID: 007409
Description:
$58,400Position 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 ManagementEffectively 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 & GovernanceCoordinating 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 & OutcomesMonitor 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 MaintenanceComplete 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 DevelopmentCollaborate 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.Effective communication skills; both oral and written.Be organized and have effective planning skills.Demonstrate a professional approach.Ability to work under pressure and meet tight deadlines.Preferably bilingual: Spanish/English.Equal Employment Opportunity (EEO) StatementIt 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.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.
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