Office Administrator, New York City

Casey Family Programs•New York, NY

82d•$83,215 - $112,585•Onsite

About The Position

The Office Administrator is responsible for the day-to-day administrative functions of the System Improvement field office. This role involves designing, implementing, and overseeing effective and efficient administrative processes. The administrator will partner with the management team and other Casey work units to ensure compliance with applicable laws, local regulatory requirements, and Casey policies and procedures. This position provides support to the Managing Director and management team to achieve Systems Improvement objectives and is responsible for managing the field office physical plant to protect Casey’s investment and ensure a safe and welcoming environment.

Requirements

A college degree and 5 years of relevant office management experience, including 2 years of supervision responsibilities, is required. Working experience in a similar role may be substituted for a degree.
Experience in office management, budgeting, project management, and personnel management is necessary.
The ability to lead and collaborate with a team of professionals at all levels within Casey and external partners is required.
Strong skills in organization, critical thinking, effective written and verbal communications, listening and ability to balance assertiveness and diplomacy are needed.
A broad knowledge of computer software is required.
Proven success in working in a diverse, multi-cultural environment is required.
Ability to perform effectively in high pressure and stressful work environment.
Ability to manage stress and self-care.
Ability to work onsite full-time to meet the collaborative responsibilities that are essential for position.
Regular and reliable attendance is required.
Physical requirements include the ability to lift and reach for light objects; ability to type and work at a computer for extended periods of time as a primary job function.
Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
Local travel as well as occasional out of town travel may be required.
Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is require.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Nice To Haves

Advanced skills in the Microsoft Office suite are desired.

Responsibilities

Oversees and manages the full range of administrative business functions including developing and maintaining processes and procedures for financial management (employee expenses, payment authorizations, credit cards, etc.), contract administration, facility management to include equipment monitoring, facility maintenance, building management liaison, security, and other office operations as needed.
Responds to incoming inquiries on a wide variety of issues and works extensively with other support units to complete work processes and ensure resolution and timely completion of projects.
Manages projects and events in conjunction with the MD, Senior Director(s) and work unit leadership team. Research venues, negotiates contracts, organizes food and transportation, sends invitations and prepares meeting materials.
Coordinates with work unit staff, other Casey work units, external partners, and vendors to ensure successful project/event completion.
Maintains the MD and/or Senior Director’s calendar and travel schedule. Works closely with the MD, Senior Director(s), the work unit leadership team, and other internal and external parties to ensure a well-coordinated schedule.
Provides support coordinating meetings, preparing documentation, and scribing meeting notes. Administers the SharePoint site.
Supports the MD or Senior Director and the work unit leadership team in the development of the budget. Provides ongoing budget monitoring and variance analysis; prepares budget adjustments as needed.
Works with work unit staff to ensure accurate processing of invoices, expense reports, and other financial items.
Supervises the administrative assistants and other administrative staff as assigned. Establishes performance expectations, assigns, manages and balances tasks and projects, and manages outcomes.
Reviews/approves work, providing feedback and coaching, and ensures opportunities for professional development and growth of supervisees.
Provides leadership to administrative staff to promote quality interactions and support to youth and families receiving services and to clinical staff providing services.
Utilizes effective conflict resolution and de-escalation skills as needed.
Performs other duties as assigned.