Job Title: Part-Time Office Manager

Work Schedule: Preference for three days per week, two of which are in-person. 15 – 20 hours per week – sample schedule: 9:00 AM - 3:00 PM Tuesday (in-person), Wednesday (remote), Thursday (in-person)

Salary: $30 to $35 per hour, depending on qualifications and experience.

Job Summary:

The Office Manager is responsible for providing administrative support to ensure smooth office operations at NJCIC. Key duties include managing onboarding/offboarding processes, overseeing the credit card reconciliation process, managing office technology and phone systems, handling mail, and providing support to the Executive Director (ED) and other Directors. The Office Manager will also manage the organization’s calendar by ensuring important deadlines and events are kept up-to-date.

Job Specific Task List:

Onboarding/Offboarding:
Handle all onboarding tasks, including setting up email accounts, phones, computers, and ensuring mail gets delivered to the right department.
Manage offboarding processes, including deactivating accounts, collecting company assets, and updating mail forwarding as needed.
Administrative and Office Support:
Supervise the part-time administrative assistant, providing guidance on daily tasks.
Oversee the credit card reconciliation process by setting reminders and ensuring Directors complete their reconciliations in a timely manner.
Oversee orders for office supplies and maintain inventory levels.
Facilitate and coordinate meeting space setup for internal and external meetings and events.
Manage the office calendar to track important deadlines, such as grant applications, quarterly reports, events, and other key dates.
Manage all incoming and outgoing mail, ensuring timely distribution and handling of important correspondence.
Technology and Phone Account Management:
Manage phone systems (AT&T and Vonage), ensuring issues are resolved promptly.
Provide basic IT support and work with external providers when necessary.
Maintain and manage office technology inventory.
Administrative Tasks:
Assist the Executive Director with scheduling, preparing reports, and organizing materials for meetings.
Perform general office management tasks to ensure smooth daily operations.

Qualifications:

Bachelor’s degree preferred.
Experience in office management or administrative support roles.
Proficiency with Microsoft Office, and basic IT troubleshooting.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Experience managing credit card reconciliation processes and tracking deadlines.
Previous experience supervising staff preferred.
Flexibility and interest in working at a small, dynamic and growing organization

Applicants are encouraged to submit their applications as soon as possible and applications will be accepted on a rolling basis. Applicants should apply directly to NJCIC’s Executive Director, Priscilla Monico Marin, at PMonicoMarin@njcic.org. Applications should include a resume and cover letter.

NJCIC is proud to be an equal opportunity employer. People of color, women, people with disabilities, immigrants, veterans, LGBTQIA+ people, and those with lived experiences in the communities we serve are strongly encouraged to apply.

New Jersey Consortium for Immigrant Children

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