H.O.P.E. Helping Other People Evolve, Inc.

Office Manager Job Description

H.O.P.E. Helping Other People Evolve, Inc., is a growing non-profit organization based in Central and Southern New

Jersey providing grief support to those recently widowed.

The Office Manager reports to the H.O.P.E. Board Liaison and provides administrative support to the organization, supervises Office Coordinators and volunteers, assists the Board in marketing initiatives and maintains the quality of the daily operations of the H.O.P.E. office. The ideal candidate will possess the ability to organize office workflow and supervise work processes of office personnel, be computer-literate, and demonstrate excellent communication skills with compassion. Experience with grief and interacting with grieving persons is highly preferred.

Key Responsibilities:

1. Manages office coordinators and volunteers, ensuring office staffing is maintained Mon-Fri and that quality of work meets SOPs: a. Ensures new members are registered, provided compassionate support, onboarded and group leaders provided member’s contact information. b. Ensures phone calls and emails are efficiently processed and persons have needs met in a timely manner by overseeing process and reviewing logs. c. Ensures session schedules and materials are sent to group coordinators in a timely manner. d. Ensures monthly e-newsletter and 1st and 2nd year anniversary e-cards are distributed by office coordinators.

2. Recognizes need for office process change and creates/updates SOPs as needed. Communicates changes to

Coordinators and Informs Board Liaison.

3. Organizes and maintains office documents and member database, under Board Liaison oversight.

4. Identifies office workflow quality concerns and informs Board Liaison of major issues and resolution of same.

Involves Board Liaison for disciplinary and/or termination issues.

5. Updates website with chapter meeting information as needed.

6. Sends donation thank you letters.

7. Schedules and trains office coordinators and volunteers. Communicates volunteer schedules and duties to office coordinators.

8. Is an active member of Marketing committee.

9. Assists Board with special projects including “outreach” mailing, selected fund-raising appeals. May delegate appropriate tasks to office coordinators.

10. Provides clerical support in absence of office coordinator and/or during periods of high volume.

11. Other duties as assigned.

Qualifications:

• Exceptional communication skills, organizational skills, and ability to multitask.

• Proficiency in Microsoft Office products including Word, Excel, and Outlook.

• Ability to manage people and processes.

• Ability to identify process variation and obtain resolution.

• Ability to provide initial grief support via phone and resolve concerns with compassion and fairness.

Physical Capabilities:

• Must be able to independently lift approximately 10-15 pounds.

• Must be able to remain stationary at a desk for 50% of the time.

• Ability to work 20 hours a week.

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Job Type: Part-time

Pay: $20.00 - $23.00 per hour

Expected hours: 18 – 20 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Day shift
• No weekends

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 6 years (Required)
• Customer Service: 3 years (Preferred)

Work Location: In person