Office Manager

Job Description

Job Description

Office Manager

In Our Own Voices, Inc. (IOOV)
Albany, NY
Full-Time | Non-Exempt
On-Site
Reports To: Chief Executive Officer (CEO) & Chief Operations Officer (COO)

About In Our Own Voices, Inc. (IOOV)

In Our Own Voices, Inc. (IOOV) is a Black-led, LGBTQ+ people-of-color–centered nonprofit organization based in Albany, NY. IOOV is dedicated to advancing the health, safety, and empowerment of LGBTQ+ communities of color through culturally affirming programs, advocacy, and community-building.

Position Summary

The Office Manager plays a vital role in ensuring the smooth, efficient, and welcoming day-to-day operations of IOOV. This position combines office administration, program and event support, and facilities oversight across IOOV’s three organizational buildings.

Approximately 40% of this role focuses on administrative and facilities management, while 60% supports program operations and community events. The Office Manager directly supervises the Maintenance Manager and serves as a central point of coordination for staff, volunteers, vendors, and visitors.

Essential Duties & Responsibilities

Administrative & Office Management

• Manage front desk operations, including greeting visitors, answering phones, and responding to general inquiries

• Maintain and update organizational records such as calendars, mailing lists, databases, and filing systems (digital and paper)

• Coordinate schedules for internal meetings, trainings, and organizational activities

• Order, track, and maintain inventory of office supplies and materials

• Ensure basic functionality of office equipment and coordinate with IT or technical support as needed

Program & Event Support

• Provide logistical and administrative support for programs, community outreach activities, and events

• Assist with preparation and distribution of outreach materials, including flyers, newsletters, and mailings

• Support HIV/HCV testing initiatives and Project Sano as needed, including materials coordination and basic intake support

• Collect, organize, and submit required program documentation, data, and monthly reports in coordination with program staff

Facilities Management

• Supervise the Maintenance Manager and coordinate completion of repairs, routine maintenance, and scheduled improvements

• Serve as the primary point of contact for all facility-related issues across IOOV’s three buildings

• Track and manage facility concerns related to safety, accessibility, HVAC, plumbing, and general upkeep

• Coordinate with external vendors for janitorial services, pest control, and building maintenance

• Maintain documentation of facility issues and resolutions and communicate updates to the CEO and COO

Staff & Volunteer Oversight

• Supervise and provide guidance to seasonal youth workers, administrative interns, and volunteers

• Support onboarding, orientation, and task coordination for volunteers assigned to office or program roles

Qualifications

Required

• High School Diploma

• Minimum of 2 years of experience in office management, administration, or program support

• Strong organizational skills with the ability to prioritize tasks and work independently

• Proficiency in Microsoft Office Suite and cloud-based scheduling and file management tools

• Excellent interpersonal, customer service, and written communication skills

Preferred

• Associate’s or Bachelor’s degree

• Nonprofit or human services experience

• Experience with basic facilities oversight or building coordination

• Spanish language proficiency

Commitment to Equity

Candidates should demonstrate a strong commitment to LGBTQ+ communities, Black, Indigenous, and People of Color communities, and equity-centered work.

Why Join IOOV?

At IOOV, the Office Manager is more than an administrative role—you are a key part of creating a safe, organized, and welcoming environment that allows life-saving programs and community-centered work to thrive. This position offers variety, responsibility, and the opportunity to directly support a mission-driven organization making real impact in the Capital Region.

Equal Opportunity Employer

In Our Own Voices, Inc. is an Equal Opportunity Employer. IOOV does not discriminate on the basis of race, color, creed, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, marital status, veteran status, genetic information, arrest or conviction record, or any other characteristic protected by applicable law.

In Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities, with a focus on people of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community-building activities. We offer a wide range of programs, including health services, mental health support, youth services, and cultural events, all aimed at fostering a safe, inclusive, and equitable environment. At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.

Company Description

In Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities, with a focus on people of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community-building activities. We offer a wide range of programs, including health services, mental health support, youth services, and cultural events, all aimed at fostering a safe, inclusive, and equitable environment. At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.