Office Manager - Part Time

Youth Villages • Providence, RI

119d • $30 - $32

About The Position

Youth Villages is a non-profit organization helping youth, young people, and their families across the United States who face a wide range of emotional, mental, and behavioral challenges. As a leader in the field of youth mental and behavioral health, Youth Villages earns its status as one of the nation’s most promising results-oriented non-profits as recognized by Harvard Business School, U.S. News & World Report and The White House. Our commitment to helping youth and families find success spans more than 30 years and includes a comprehensive array of programs and services. With a dedicated staff of more than 5,000 working in 29 states and the District of Columbia, the organization serves more than 40,000 youth annually, further increasing our impact through partnerships and advocacy.

Requirements

• A High School Diploma or GED with experience is required.
• Administrative experience/successful office management/admin. work required.
• Preferred experience working with confidential information and understanding of HIPAA.
• Experience with Microsoft Office (Outlook, Word, Excel, PowerPoint, OneDrive, Teams, etc.) and confidence in technological capabilities.
• Ability to complete tasks with a high degree of accuracy.
• Ability to organize and prioritize.
• Ability to work independently.
• Ability to take ownership of tasks and see them through to completion.
• Good attitude and high degree of professionalism.
• Flexible approach to changing priorities.
• Excellent communication skills, both verbal and written.

Responsibilities

• Oversee day-to-day operations of office.
• Maintain confidentiality in performing daily functions.
• Manage multiline phone system.
• Perform daily administrative and clerical responsibilities.
• Manage office supplies and equipment.
• Provide support to office staff.
• Answer phone calls and emails and follow up/direct where needed.
• Interact with staff and visitors in a positive and professional manner.
• Assist with new hire setup in the office.
• Update staff directory for your region regularly.
• Order office and other supplies needed by staff and/or youth.
• Assess and order office safety supplies including lock boxes, locks, alarms, and others as needed.
• Order supplies from YV catalog for letterhead, marketing materials, envelopes, etc.
• Ensure invoices, purchase order requests, and provider/vendor check requests are submitted properly.
• Assist with maintaining necessary general, legal, accreditation, licensure contracts for vendors and independent subcontractors.
• Manage petty cash transactions and reconciliations.
• Assist with scheduling and organizing the logistics of trainings and events and meetings, including food orders and travel reservations.
• Attend meetings for the purpose of documenting minutes.
• Work in tandem with IT, finance, HR and other departments at our Operations Center when needed.
• Possess working knowledge of office equipment and computer software (Microsoft Word, Excel, Power Point, Outlook, Teams, OneDrive, etc.).
• Possess a basic working knowledge of various YV systems such as Evolv, Halogen, People Connect, Kronos, Learning Center and Onboarding.
• Maintain and inventory IT equipment in the office.
• Perform monthly safety office checklists, quarterly fire drills, and ensure annual testing of emergency lights and fire extinguishers.
• Observe office conditions and coordinate any maintenance, cleanliness, or safety needs with appropriate contacts.
• Must have a valid driver's license and vehicle.

Benefits

• Equal opportunity employer.
• Commitment to diversity, equity, and inclusion.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED