OFFICE MANAGER (Full-Time)

Healing Hands Incorporated is New York’s culturally specific service provider and advocate for

survivors of sexual assault, domestic violence, and trafficking. Healing Hands works to end gender

violence through three key areas: direct service; outreach, education, and training; and systems-

change advocacy.

Position Summary

The Office Manager will oversee the daily administrative and operational functions of the Healing Hands, ensuring efficient implementation of the office program, grant activities and compliance with federal, state, and organizational requirements. The Office Manager will coordinate logistics, maintain project records, manage purchasing and inventory, support financial documentation, organize meetings and events, and provide administrative assistance to project staff and partners. This position plays a critical role in ensuring smooth operations while supporting a trauma-informed and culturally responsive work environment.

Primary Responsibilities

Administrative Operations

• Manage day-to-day administrative operations of Healing Hands.
• Maintain program files, clients records, and confidential documentation.
• Develop and maintain organizational filing systems.
• Prepare correspondence, reports, meeting agendas, and meeting minutes.
• Coordinate calendars for program staff and community partners.
• Ensure compliance with grant reporting requirements and organizational policies.

Financial & Grant Support

• Track project expenditures and maintain purchasing documentation.
• Process invoices, reimbursements, and purchase requests.
• Maintain inventory of outreach materials, educational resources, and office supplies.
• Assist with preparation of financial documentation for grant reporting and audits.
• Coordinate contracts with consultants and vendors.

Human Resources Administration

• Coordinate the recruitment, onboarding, orientation, and offboarding of project staff, interns, volunteers, and consultants.
• Coordinate mandatory trainings, professional development opportunities, and staff meetings.
• Monitor compliance with organizational policies, employee handbook requirements, and workplace procedures.
• Support annual employee performance evaluations and probationary reviews.
• Ensure compliance with applicable labor laws and organizational human resource policies.

Program Logistics

• Coordinate logistics for trainings, healing circles, retreats, workshops, and community events.
• Manage venue reservations and equipment needs.
• Coordinate participant registration and attendance tracking.
• Assist with transportation arrangements and participant support services.

Communication

• Serve as primary administrative contact for community partners.
• Coordinate communication with schools, churches, community centers, and service providers.
• Assist with scheduling advisory committee meetings.
• Maintain databases and mailing lists.

Compliance

• Ensure participant confidentiality.
• Maintain secure storage of project records.
• Assist with data collection required for program evaluation.
• Support organizational compliance with trauma-informed and culturally specific practices.

Qualifications

• Master degree in Business Administration, Public Health, Public Administration, Nonprofit Management, or related field preferred.
• Minimum three years of administrative experience.
• Experience working with federally funded grants preferred.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and database management.
• Ability to maintain confidentiality.
• Experience working with culturally diverse communities.
• Second language required