Office Manager at Vanderbilt Hillel

Hillel International • Nashville, TN

31d • $40,000 - $50,000 • Onsite

About The Position

Make your mark on Jewish student life by joining Vanderbilt Hillel as the Office Manager. You will serve as a central “glue” person for our organization, ensuring that our space is warm, functional, and well maintained while supporting the administrative, operational, and financial systems that allow our team and students to thrive.
As Office Manager, you will work closely with the Executive Director, professional staff, student leaders, and vendors to keep the Ben Schulman Center for Jewish Life running smoothly day to day. This role blends facilities oversight, administrative coordination, and financial operations, and is ideal for a proactive, solutions-oriented professional who takes pride in creating an organized, welcoming, and mission-aligned environment.

Requirements

• 2+ years of experience in office management, administrative operations, facilities management, or a comparable mix of responsibilities
• Experience with bookkeeping, expense tracking, or financial systems (QuickBooks or similar preferred)
• Demonstrated ability to manage multiple priorities while maintaining attention to detail and follow-through
• Proficiency with Microsoft Office (Excel, Outlook, Word) and general office software
• Strong organizational skills and a proactive, solutions-oriented mindset
• Excellent written and verbal communication skills
• Comfort working independently while collaborating closely with a team
• Sensitivity to and respect for Jewish traditions, values, and community norms
• Commitment to Hillel’s mission and to fostering a warm, inclusive environment for students

Nice To Haves

• Familiarity with AI tools, social media, and marketing platforms such as Canva or Meta Business Suite
• Ability to lift and move moderately heavy items (approximately 30–50 lbs) as needed

Responsibilities

• Serve as the first point of contact for students, faculty, community members, and visitors, creating a welcoming and professional front-facing presence for Vanderbilt Hillel
• Provide administrative support to the Executive Director, including scheduling meetings, coordinating travel, and preparing materials
• Support finance and fundraising operations through bookkeeping assistance, expense reporting, reimbursements, donor research, and gift processing
• Aid program staff maintenance of student engagement database
• Collaborate across Programming, Development, and Student Life teams to ensure strong operational alignment
• Oversee daily operations of the Ben Schulman Center for Jewish Life, ensuring that the building is clean, safe, functional, and ready for programs and events
• Coordinate with vendors, contractors, and service providers such as cleaning, maintenance, and security
• Manage office operations and systems, including phones, mail, office equipment, supplies, and shared resources
• Collaborate with programming staff to support event setup and breakdown, including room layouts, furniture, AV needs, and supplies
• Maintain the building reservation calendar for programs, meetings, and rentals
• Manage inventory and ordering of office, kitchen, and cleaning supplies
• Support onboarding and supervision of front-desk staff, security staff, and student building ambassadors
• Welcome students, staff, and visitors into the building and help direct questions and requests to the appropriate team members
• Process expenses and donations accurately and on time
• Keep digital databases and physical filing systems organized and up to date
• Monitor building needs and proactively address maintenance, supply, or scheduling issues
• Support staff and student leaders as they plan and execute programs in the space
• Partner closely with the Executive Director to anticipate organizational needs and improve operational systems

Benefits

• Competitive salary in the nonprofit marketplace, with a range in the mid-$40,000s to $50,000s, commensurate with experience
• A comprehensive benefits package, including health insurance, retirement plan, life insurance, long-term disability, and flexible spending accounts
• Generous vacation and sick time
• Professional development opportunities, mentorship, and access to training and resources through Hillel International
• The opportunity to work in a dynamic, student-centered environment where your work has a direct and visible impact

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed