Office Manager

Description

The Organization:

Founded in 1846 to care for the children and widows of sailors in the Port of New York, Seamen’s Society was one of the first organizations, in the US, to care for abandoned children in family settings, rather than institutions. Today, Seamen’s Society for Children and Families (SSCF) is a comprehensive nonprofit provider of enhanced family foster care services, mental and behavioral health care services, health home care management, prevention/family stabilization services, domestic violence intervention and counseling services, and a childcare program. The agency’s approximately 200 professionals serve over 1,200 children and 800 families in New York City.

Job Summary: The Office Manager oversees the daily administrative and operational functions of the two service locations, ensuring efficient office operations, regulatory compliance, quality customer service, and a safe, welcoming environment for staff, clients, and visitors. This position serves as a key liaison between program leadership, administrative staff, vendors, and external stakeholders.

Primary Duties and Responsibilities:

· Monitor office coverage and coordinate staffing schedules for reception and administrative support functions.

· Supervise administrative and reception staff, including hiring, onboarding, training, scheduling, work assignment, coaching, and performance management.

· Ensure the timely completion and submission of weekly schedules, including the family time visitation and staff office day schedules.

· Provide guidance and support to office staff regarding operational procedures, agency policies, and customer service standards.

· Facilitate effective communication between program staff, administrative teams, and senior leadership to support efficient office operations.

· Coordinate staff meetings, administrative training activities, and other activities to support effective office operations and staff development.

· Ensure consistent implementation of organizational policies and procedures across both agency sites.

· Serve as liaison with internal IT resources, including coordinating equipment deployment, technology upgrades, technology-related projects, and technology inventory management.

· Support the implementation of office technology, software, and related systems.

· Ensure reception and other client-facing services deliver a welcoming, trauma-informed, culturally responsive, and professional experience.

· Monitor client flow and waiting areas to promote safety, confidentiality, and smooth service delivery.

· Support program staff during agency events, community events, outreach activities, and stakeholder meetings.

· Leads program closet inventory and receipt tracking for families in need.

· Address client concerns related to office operations and facilities and facilitate appropriate resolution.

· Serve as liaison between program staff and facilities, ensuring maintenance requests, repairs, and other related needs are communicated and addressed in a timely manner.

· Conduct routine site inspections to ensure clean, safe, secure, and professional environments.

· Monitor compliance with confidentiality standards, HIPAA, records management, and document retention requirements.

· Manage and ensure case records are maintained according to program standards, including oversight of the archiving of discharged case records and adherence to the agency’s document retention and destruction policy.

· Reconcile program related credit card statements, staff expenses, petty cash, food cards, and omni card distribution in accordance with established agency procedures.

· Perform other duties/responsibilities as assigned within scope of position.

Requirements

Skills, Knowledge, and Abilities:

· Strong planning, organizational, time-management, and follow-up skills.

· Strong interpersonal, written, verbal, and customer service skills with the ability to communicate effectively and professionally.

· Demonstrated ability to supervisor, train, coach, and support administrative and reception staff.

· Ability to effectively prioritize multiple responsibilities and meet deadlines.

· Proficiency in Microsoft Office applications, including Excel, Word, Outlook, PowerPoint and Teams

· Ability to maintain confidentiality and exercise sound judgement when handling sensitive information.

· Ability to work effectively across multiple agency locations and collaborate with staff at all levels of the organization.

Qualifications/Requirements:

· Bachelor’s degree in business administration, management or related field required; Master’s degree preferred

· Minimum of 3 years’ office management experience

· Driver’s license preferred

· Due to the nature of the work environment, work hours will be based on needs of the agency and may vary.

· Seamen’s Society operates in two locations: Staten Island and Brooklyn. The position will support operations at both locations and requires the ability to travel between sites regularly .

Why Join Us?

At Seamen’s Society for Children and Families, we prioritize our employees and are dedicated to fostering a supportive, rewarding, and people-first culture. As a valued member of our team, you'll receive a comprehensive benefits package aimed at enhancing both your professional and personal well-being.

Generous Paid Time Off & Holidays: Maintain a healthy work-life balance with our comprehensive PTO package: 13 paid holidays throughout the year, Summer Fridays to make the most of the season, ample time off so you can recharge and focus on what matters most.

Extensive Training & Professional Development: Gain hands-on experience with comprehensive training programs to enhance your skills and career growth.

Robust Health Coverage (medical, dental & vision): Stay covered with our significantly subsidized plans designed to fit your needs.

Agency Paid Life Insurance & Financial Security: We provide an agency paid life insurance policy, a generous 403(b) retirement plan (with agency contribution), and a tax-deferred annuity to secure your future.

Commuter Benefit Program & Flexible Spending Account (FSA): Save money on daily expenses with our Commuter Benefit Program, using pre-tax dollars for transportation costs like parking and transit. Our FSA plan also allows you to save on medical, dental, and dependent care expenses, reducing your taxable income.

Exclusive Perks & Discounts: You'll gain access to Plum Benefits, the leading corporate entertainment benefits provider, to receive exclusive discounts and special offers for top attractions, sporting events, travel, and more.

Employee Assistance Program: Receive confidential support services for mental health, financial advice, personal well-being, and much more.

Internships & Referral Programs: Help shape the future! As an organization, we offer internships for those furthering their education in a related field, providing valuable hands-on experience. In addition, you can earn incentives for referring top talent to our team.

Additional Information:

Seamen’s Society is committed to providing an inclusive and welcoming environment for all members of our staff, participants, volunteers, subcontractors, and vendors. We respect diversity and accordingly are an equal opportunity employer that does not discriminate based on race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.