Front Office Manager

Office Manager

Organization: Peace of Mind Foundation

Department: Sexual Violence and Primary Prevention Programs

Supervisor: Program Director

Job Type: Full Time, W-2 Employee

Start Date: January 1, 2026

Location: Berkeley Heights, NJ

Position Summary

The Office Coordinator supports the day to day administrative operations of the Sexual Violence and Primary Prevention programs and assists in monitoring and responding to the sexual violence hotline as needed.

This position ensures the accurate and timely submission of service related and statistical reports, coordinates community outreach and prevention events, and provides operational support to program staff.

The Office Coordinator approaches all responsibilities with care, confidentiality, and a trauma informed lens to ensure that survivors of sexual violence who contact the hotline receive timely, compassionate responses and connection to advocacy services.

This role supports program documentation and data tracking through the use of SimplePractice (electronic health record system) and Google Drive for secure file management and internal documentation.

Why Work With Us

We are a mission driven organization committed to supporting survivors and strengthening communities through prevention, advocacy, and education.

Our team values collaboration, respect, and accountability. We strive to create a workplace that reflects the same care and dignity we bring to the people we serve.

Staff are supported through clear communication, thoughtful supervision, and opportunities for professional growth. We recognize the importance of balance in work that can be emotionally demanding and encourage practices that support well being, sustainability, and teamwork.

Key Responsibilities

Administrative Operations

• Provide general office coordination including ordering and tracking office inventory and program supplies
• Maintain organized and secure digital and physical files in accordance with confidentiality and record retention requirements
• Manage program documentation and internal records using Google Drive, ensuring accessibility for authorized staff
• Coordinate scheduling and preparation of internal and external meetings and events
• Track reporting deadlines and contract deliverables and assist in preparing required program and service reports
• Organize and maintain staff training records, onboarding documentation, monitoring visit materials, and compliance documentation
• Enter and maintain program data in SimplePractice in alignment with reporting requirements
• Use Zoom and other virtual meeting platforms to support meetings, coordination, and communication

Hotline Support

• Complete required 40 hour sexual violence advocate training in accordance with program guidelines
• Support systems for receiving, answering, and routing hotline calls
• Monitor and respond to the sexual violence hotline during scheduled shifts or as needed
• Provide trauma informed, survivor centered support and connect callers to appropriate services and follow up
• Maintain accurate, timely, and confidential documentation of hotline contacts and service interactions with survivors of sexual violence in SimplePractice

Outreach and Community Support

• Assist with researching, coordinating, and participating in community outreach and prevention events
• Prepare and distribute outreach and educational materials
• Maintain contact lists and communication with community partners and collaborating agencies
• Support coordination of community activities to ensure alignment with program goals, prevention objectives, and reporting requirements

Required Qualifications

• Associate’s or Bachelor’s degree in Business, Nonprofit Management, Public Administration, Social Services, or a related field, or equivalent professional experience
• Minimum of 2 years of experience in administration, office coordination, or program coordination
• Strong organizational, time management, documentation, and record keeping skills
• Experience using Google Workspace or Google Drive for file management and collaboration
• Familiarity with Zoom for virtual meetings and communication
• Ability to learn and use program databases such as SimplePractice
• Strong written and verbal communication skills
• Commitment to trauma informed, survivor centered practices and maintaining strict confidentiality

Preferred Qualifications

• Experience working in nonprofit, social service, prevention, or advocacy settings
• Experience supporting grant funded programs and contract reporting requirements
• Familiarity with sexual violence advocacy and hotline operations
• Experience using SimplePractice or similar documentation systems
• Experience coordinating outreach events and community partnerships

Work Environment

This position includes a combination of office based and virtual administrative work, with occasional attendance at meetings, community events, and outreach activities.

The role requires extended computer use and the ability to manage multiple priorities while maintaining confidentiality and attention to detail. Work regularly involves the use of Google Drive and SimplePractice to support program operations and reporting.

Pay: $19.23 - $21.97 per hour

Benefits:

• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: Hybrid remote in Berkeley Heights, NJ 07922

Salary : $19 - $22