Supervising Office Manager

Location: Headquarters
City: Manhattan
State/Territory: New York
ZIP/Postal code: 10020
Borough: Manhattan
Division: Administrative
Program/Department: 9822A | Human Resources (ADM)
Salary Range:
Salary Information: Salaried
Position Control #: 3944

About Us

The Jewish Board of Family and Children's Services ("The Jewish Board") began over a century ago as a network of volunteers, bringing food and clothing to poor and immigrant Jewish families. Today, The Jewish Board is one of the nation’s largest and most comprehensive mental health and social service agencies, providing support and care for individuals and families at every stage of life and of all faiths, races and cultures.

The Jewish Board promotes recovery, resilience and self-sufficiency to over 40,000 New Yorkers annually at over 75 locations throughout the five boroughs and at a 125 acre campus in Westchester. Our mission to provide health and human services to all New Yorkers is built upon the professionalism and compassion of over 3,000 employees, including professional social workers, family therapists, licensed psychologists, and psychiatrists, and a corps of 1,000 dedicated volunteers. Together, we build hope for all New Yorkers.


Description

This position provides high-level executive administrative support to the CHRO as well as provide clerical, administrative, and solution-oriented support to the HR team as needed. The Supervising Office Manager is responsible for identifying and managing the right priorities and processes to ensure our team has what they need to seamlessly serve the needs of our clients. S/he will be able to build solid partnerships across all levels and functions and employee engagement.

KEY ESSENTIAL FUNCTIONS:

Executive Support:

  • Assist CHRO in all areas of administration and special projects; maintain an open line of communication.
  • Provide assistance to the HR Directors as needed

HR Office Management 

  • Supervise HR administrative staff processes and serve as a backup if needed for ordering supplies, processing invoices, making IDs, reception, employment verification, HR conference room scheduling, ordering supplies, maintaining office equipment.
  • Maintain confidential employee files and records in accordance with legal requirements and agency policies and procedures; perform HR file audits as needed.
  • Regularly review and analyze existing processes to determine if they still meet department needs and if not develop new alternatives with management
  • Analyze and monitor HR expenses, prepare budget projections based on actual expenditures and input non-salary expenses into the budget system.
  • Schedule conference rooms for all New Staff Orientation sessions. Support the orientation process for new hires
  • Oversee the prepaid DMV account and HR checking account for background checks by consolidating data from HR coordinators, Issuing payments, preparing internal accounting charges for AP and arranging for account replenishment.
  • Monitor the HR Intranet, suggest and provide information for changes as needed. 

Administration:

  • Drive employee engagement, moral building, and team work by planning and executing agency events, including employee meetings, lunch and learns, focus meetings, employee celebrations
  • Manage Agency-wide programs for Employee Referral Bonus, Damaged Property Reimbursement, and Tuition Assistant, ensuring all criteria are met and payment requests are issued to Payroll. 

The ideal candidate will possess the following competencies: 

  • Good interpersonal  communication and collaboration skills
  • Solution Focused
  • Uses Data to Inform & Guide Practice
  • Highly organized and detail oriented
  • Values and Demonstrates Cultural Competency
  • Values professional development and participation in supervision and training
  • Strong professional maturity 

REQUIREMENTS:

  • BA/BS Preferred; HS Diploma/GED required 
  • 3-5 years of related experience, including people management 
  • Excellent written and oral communications skills; ability to communicate with staff at all levels is a necessity
  • Complex calendar management skills 
  • High level of customer service
  • Outstanding organizational, analytical, and problem-solving skills.
  • Project management skills, a must 
  • Ability to deal with confidential sensitive information 
  • Strong knowledge of MS Office Suite; Knowledge of other HR systems (HRIS, ATS, etc.)




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