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New York Office Manager

ORGANIZATION DESCRIPTION: Harm Reduction Coalition is a national advocacy and capacity-building organization that works to promote the health and dignity of individuals and communities who are affected by drug use. With offices in New York and California, we advance harm reduction policy and practice through five core programs:

  1. harm reduction policy and advocacy;
  2. national training and capacity building initiatives;
  3. national and regional conferences;
  4. publications and resources, and;
  5. technical assistance on overdose prevention education, hepatitis C prevention and treatment, syringe access expansion, and the U.S. opioid crisis.

Collectively, these core programs work toward our North Star Statement: Harm Reduction Coalition creates spaces and dialogue that help heal the harms of racialized drug policies.

JOB SUMMARY: The NY Office Manager provides administrative and operations support for the organization, mainly focusing on the NY office. This position is tasked with facilities management and vendor relations; general office management, reception and tier-1 IT support; and HR and other administrative support. As the first point of contact for participants, funders, and vendors, it is critical that the NY Office Manager maintains a positive, professional demeanor, is an excellent communicator, and has the ability to work independently and effectively with exceptional attention to detail. Ultimately, the NY Office Manager will partner with the Director of Operations to ensure the smooth running of the office, organizational effectiveness, communication, and safety.

KEY RESPONSIBILITIES

Office Management, Communications, and Reception

  • Upon arrival, greet HRC visitors warmly and ensure they are routed to the appropriate staff person or training space
  • Respond to inquiries made in person, by phone, mail, or email regarding HRC services
  • Receive, sort, log, and distribute mail
  • Log checks received into the appropriate database(s), assist with the maintenance of communications and development databases and listservs, and produce weekly acknowledgement letters
  • Conduct monthly inventory of office supplies and equipment, place orders as needed, and submit necessary reconciled and approved paperwork to Finance
  • Proactively provide support for trainings, as well as HRC meetings: phone and technology setup, food and beverages (if applicable), preparing the space, ensure sufficient training supplies, and so on

Facilities and IT Support

  • Responsible for agency facilities and equipment. Liaise with staff, landlords/management agents and vendors, as needed
  • Ensure facilities and equipment (including telecom) are maintained and in good repair
  • Act as primary liaison with the IT consultant, including triaging all staff IT requests; oversea third-party maintenance of licenses and update network applications as required; oversea third-party maintenance of storage updates for all systems, including but not limited to, FEZ and Salesforce NPSP
  • Conduct basic troubleshooting of technology issues, such as the inability to copy or print, log into the network, browse the internet, or make outgoing calls
  • Replace or repair defective computer/laptop parts and other equipment
  • Assist with the IT onboarding process for new staff, including the ordering of new equipment. Ensure staff are trained, set up with all necessary user accounts, and are able to utilize agency technology, including copiers.
  • Work with Director of Operations to conduct monthly “Tech Pod” technology trainings for staff
  • Contribute to the development, monitoring, and implementation of the IT strategy with the Operations team and IT consultants
  • Supervise all maintenance and cleaning activities; perform basic maintenance duties when necessary

Publications and Merchandise

  • Ensure training materials and publications are inventoried, ordered, and available to staff and the general public at all times
  • Manage online sales, including inventory, ordering, and shipment of merchandise and publications
  • Track and reconcile expenses and revenues for materials, publications, and merchandise with the Finance Department
  • Work with the Community Engagement and Events Coordinator to maintain merchandise table for HRC’s national conference and other events where HRC maintains a presence

Human Resource and Administrative Support

  • Under absolute confidentiality, assist with the administrative aspects of all recruitment, termination, and employee status changes. Produce all required documentation and maintain personnel records to ensure compliance with funding sources and standard DOL regulations and procedures
  • Assist with the maintenance and storage of digital operations files, including vendor [sub]contracts, RFP award letters, and workplans
  • Assist with the maintenance of the Employee Manual, and support the management team in the development and implementation of policies and procedures
  • Offer administrative support for staff development activities, staff meetings, and other high-attendance HRC meetings or events. Accurately record and file minutes from staff meetings and team meetings as necessary
  • Assist with project management of HR/Operations-related projects
  • Act as point of contact in the NY office for Director of Operations, being sure to relay any pertinent personnel issues as soon as possible
  • Provide general administrative support to HRC staff, including shipping, scheduling, and material production
  • Act as notary public for the NY office
  • Additional duties, as required

QUALIFICATIONS

People who currently use or have a history of substance use, sex workers, people of color, women, members of the LGBTQIA+ communities, and people living with HIV/AIDS and/or hepatitis C, or people who have experienced housing insecurity are strongly encouraged to apply.

  • We are specifically looking for candidates who are committed to the principles of harm reduction and Harm Reduction Coalition’s North Star Statement
  • Must be a logistically-oriented system-thinker, with strong interpersonal skills, excellent written and oral communication skills, and the ability and willingness to be hands-on and creatively solve problems as they arise
  • Must be detail oriented and possess excellent organizational skills and the ability to prioritize tasks effectively and meet deadlines
  • Must be resourceful and have the ability to anticipate needs and work independently on multiple tasks simultaneously
  • Discretion, diplomacy, and the ability to manage sensitive and confidential information with integrity is necessary
  • Must be comfortable with technology, able to triage IT issues, and address basic IT support needs
  • Expert knowledge of MS Office Suite and Google products; experience with Salesforce or other CRM tools and web conferencing software (e.g., Adobe Connect, GotoMeeting, Zoom) a plus
  • Interest or experience in visual media, graphic design, and presentation a plus

Salary Range: $40,000-55,000 annual

Supervises: N/A

Status: Full-time, exempt

Travel: Position requires minimal travel (less than 7 days per year)

Deadline: January 19th, 2018

How To Apply: Applicants must follow all instructions to be considered for an interview:

  • Cover letter and resume should be sent to resumes [@] harmreduction.org
  • Subject line should read: “NY Office Manage – last name”.
  • Please include PDF versions of your cover letter and resume. Files should adhere to the following naming convention: “Lastname_Firstname_Cover Letter” and “Lastname_Firstname_Resume”.
  • Only qualified applicants will be contacted for an interview. No phone calls or visits please.
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