Sisters of St Joseph - OFFICE MANAGER

Diocese of St. Augustine•Saint Augustine, FL

18h•Onsite

About The Position

The Office Manager serves as the welcoming face and operational anchor of St. Joseph Neighborhood Center. In this part-time role (approximately 30 hours per week), this person ensures the center runs with warmth, order, and mission integrity — managing the front desk, day-to-day operations, and administrative systems that allow program staff to focus on ministry. The ideal candidate brings both organizational competence and a genuine commitment to the people we serve.

Requirements

Associate’s degree or equivalent combination of education and experience.
Minimum three (3) years of administrative or office management experience, preferably in a nonprofit, faith-based, or human services setting.
Demonstrated proficiency with Microsoft Office Suite and general office technology.
Must pass background screening and drug test.
Valid driver’s license and reliable transportation.
Strong written and verbal communication skills in English.

Nice To Haves

Bachelor’s degree from an accredited institution.
Five (5) or more years of nonprofit or ministry experience.
Bilingual proficiency (English/Spanish).
Familiarity with Catholic social teaching and SSJ history and charism.
Experience with donor databases, volunteer management platforms, or case management software.

Responsibilities

Serve as the primary point of welcome for all visitors, clients, volunteers, and partners, ensuring every person is greeted with dignity, warmth, and attentiveness.
Manage incoming calls, correspondence, and inquiries; route appropriately and respond to general questions in a manner consistent with the center’s values.
Maintain a front desk environment that is organized, accessible, and reflective of the ministry’s spirit.
Support intake processes for program participants and ensure accurate, confidential record-keeping.
Oversee day-to-day administrative functions including supply management, vendor relationships, equipment maintenance coordination, and mail handling.
Manage space scheduling to ensure mission-aligned use of facilities; coordinate logistics for internal and external events.
Develop, implement, and improve office systems and procedures that ensure staff and volunteers operate efficiently and in compliance with applicable regulations, funder requirements, and organizational policies.
Maintain organized filing systems (physical and digital) and support document management practices.
Coordinate with the Executive Director on calendar management, meeting preparation, and board or committee support as needed.
Track and process routine expenses; maintain accurate records and provide regular financial reports to the Executive Director.
Support accounts payable processes, petty cash management, and donation intake tracking.
Assist in oversight of in-kind donations: receiving, recording, acknowledging, and coordinating distribution in collaboration with program staff.
Orient new volunteers to office systems and expectations; support volunteer scheduling and recognition.
Foster a collaborative, mission-centered workplace culture that reflects the SSJ charism of unity and mutual care.
Mentor and support administrative volunteers, modeling excellence in professional and relational conduct.
Represent SJNC professionally and warmly in interactions with community members, partner organizations, funders, and government agencies.
Support communications efforts including newsletters, social media content coordination, and event promotion as directed.
Maintain working knowledge of community resources to assist clients with referrals and information.