JOB POSTING: Office Manager
Office Manager Job Description
BACKGROUND AND MISSION
For over 25 years, Asian Americans Advancing Justice | Chicago has worked to bring together the Asian American community and create change in our communities. We are deeply committed to grassroots community organizing and we invest in the leadership of grassroots community members through trainings, community education, civic engagement, and collaborative issue-based campaigns. In order to strengthen our work and transform the inequities in our city, state, and Midwest region, we work with multiracial coalitions that emphasize racial equity, accountability to those most impacted, and an infrastructure of grassroots leadership. Our advocacy work focuses on promoting racial, economic, and immigrant justice, including initiatives in the areas of voting rights, language access, and immigrant rights.
As part of the national Asian Americans Advancing Justice affiliation, Advancing Justice | Chicago is a leader in the nationwide Asian American movement. Regionally, Advancing Justice | Chicago is prioritizing the Midwest, and collaborating with partners across the Midwestern states to tackle common struggles and build power.
The Office Manager position will be primarily responsible for managing Human Resources and Office Operations for Asian Americans Advancing Justice | Chicago which consists of 12-15 full time staff. The Office Manager will report to and work directly with the Director of Finance and Operations to ensure the office is run effectively and efficiently. This position will also work with senior staff ensuring office policies and procedures are followed and with non-senior staff as the Human Resources and Operations lead. The Office Manager will be required to show discretion and handle confidential information in an appropriate manner.
Oversees Human Resources (HR) for the office by upholding the policies and procedures in our Handbook and the future Collective Bargaining Agreement. Provides support and guidance for management and staff by planning, implementing, and evaluating HR policies, programs, and practices.
Partners with senior staff to understand and execute the organization’s human resource strategy particularly as it relates to recruiting, retention, and succession planning.
Provides onboarding and office training for new staff and interns.
Manages, audits, and reviews all HR personnel files and coordinates the performance review process for staff.
Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices.
Handles all health, dental, vision, and life insurance along with Short-Term and Long-Term Disability. Provides plan information for new staff, adds new staff to the plans, and removes exiting staff from the plans. Assists and supports all staff on insurance plans.
Performs other duties assigned.
Handles all issues relating to the office space and lease. Ensures compliance with all office lease provisions including HVAC maintenance, utilities coordination, and liability insurance.
Is the point person for maintenance, mailing, shipping, ordering supplies, equipment, and vendor bills. Manages relationships with vendors, service providers, and the Property Manager to ensure that all items are invoiced and paid on time. Manages contracts and price negotiations with office vendors.
Manages the All Staff calendar. Assists the Executive Director in scheduling All Staff meetings and Senior Staff meetings. Co-leads with Senior Staff on logistics for staff retreats. Assists the Development Director with logistics for Board Meetings.
Manages the office expense budgets including FUN Committee. Co-leads the FUN Committee which is responsible for office celebrations and uplifting positive work culture.
Assists the Director of Finance and Operations with technological and operational office needs as they come up.
Oversees the office credit card spending by tracking receipts, coding, and timely payment.
Provides overall office support for all staff and ensures all office procedures are kept up and followed by staff.
Answers and forwards all inquiries that come into the organization’s general voicemail, mailbox, and email inboxes and provides general support to visitors.
Performs other duties assigned.
Assists in organization wide fundraising efforts such as End of Year appeal and May Heritage Month.
Assists in organization wide programs such as Get Out the Vote and AAA Day.
Ability to act with integrity, confidentiality, and professionalism;
Proven history of handling sensitive materials and situations in an appropriate manner;
Proven history of following proper protocol and procedures;
Ability to prioritize tasks, meet deadlines, and delegate them when appropriate;
Ability to adapt and quickly learn organizational systems;
Excellent organizational skills and attention to detail;
Excellent interpersonal, negotiation, and conflict resolution skills;
Strong analytical and problem-solving skills;
Excellent verbal and written communication skills;
Ability to take initiative, work independently, and think creatively;
Ability to be a team player and communicate effectively with external vendors;
Strong commitment to racial equity, immigrant rights, social justice, and grassroots leadership development;
Proficient with Microsoft Office Suite or related software.
Human Resources management experience;
Proven office management or administrative experience;
Benefits administration experience;
Knowledge of employment-related laws and regulations;
Experience enforcing organizational policy and procedure;
Experience in budget tracking;
History of working in the non-profit sector with a smaller staff size.
This is an exempt, full-time position. The salary range is $40,000-$50,000 based on experience. Advancing Justice | Chicago offers a full benefits package, including fully covered healthcare, vision, and dental insurance, generous paid time off, life insurance, and short-term disability insurance.
INQUIRY AND APPLICATION PROCESS:
Applications should be submitted via email to Bryan Hara (he/him) firstname.lastname@example.org and include:
- Letter of interest/cover letter
- Two references
Please include “Office Manager” in the subject line of your email. The priority deadline for consideration is April 5th. Applications will be reviewed on a rolling basis.
Asian Americans Advancing Justice | Chicago is an equal opportunity/affirmative action employer. All qualified persons are encouraged to apply, regardless of race, color, creed, ethnicity, national origin, ancestry, age, height, weight, sex, gender identity, sexual orientation, disability, marital or domestic partner status, or religious affiliation.