Operations and Office Manager at Rutgers Hillel

Hillel International • New Brunswick, NJ

6h • $70,000 - $75,000 • Onsite

About The Position

Rutgers Hillel seeks a highly organized, detail-oriented professional with exceptional communications skills and strong initiative to serve as our Operations and Office Manager. The Operations and Office Manager provides critical support to the Chief Executive Officer and will be responsible for the organization’s day-to-day operations, including administrative tasks and ensuring that the rest of the staff has adequate support to work efficiently.
Rutgers Hillel has one of the largest Jewish communities on any campus in North America, with students from the entire state of NJ and beyond. We are 35 miles south of NYC, with a train station on campus that goes straight to the city.
Our house is a 40,000 sq. ft. facility right in the middle of College Avenue. Our team is dynamic, committed and fun-loving. We invite you to become a critical part of what makes us special.

Requirements

• Bachelor’s degree or equivalent professional experience.
• 5+ years of proven experience in an administrative, human resources, or office manager role or similar, relevant, transferable experience.
• Outstanding organizational skills; should enjoy developing systems, organizing documents, and creating and implementing systematic workflows.
• Exemplary time management skills, including the capacity to juggle competing priorities and deadlines, and to remain flexible within a fast-paced environment.
• Excellent verbal and written communications skills.
• Knowledge of essential computer software programs, including MS Office, Google Workspace, and Quickbooks, and the agility and resourcefulness to learn new technologies.
• Experience with donor databases required
• Experience with payroll processing
• Impeccable discretion and appreciation of confidentiality.

Nice To Haves

• knowledge of Little Green Light a plus.
• Paycor.com is a plus.

Responsibilities

• Oversee expenditures and revenue across multiple budget lines.
• Work closely with our bookkeeper and Board treasurer to ensure timely reporting and materials for Board of Directors meetings and other presentations.
• Serve as liaison with external accounting firm to complete annual audits.
• Ensure that all annual and quarterly federal and state filings are up-to-date.
• Oversee and manage relationship with contract security team.
• Ensure security protocols are up to date and that all staff are aware of any changes or issues.
• Maintain stock of office supplies, cleaning supplies, general program supplies, and resources.
• Coordinate with vendors, insurance agents, and others to ensure timely, updated service.
• Work with custodial company,, repairs and maintenance vendors, and in-house staff, and in-house staff.
• Manage facility rentals and internal room reservations
• Respond to building alarms during non-business hours.
• Manage the full cycle of employees from onboarding new employees, running payroll, coordinating and renewing benefits, and tracking employees’ vacation and medical leave.
• Employ and manage student interns employed through the Federal Work-Study program.
• Responsible for accurate data entry of constituent information and preferences in all relevant systems, including Little Green Light, Mailchimp, and other databases.
• Prepare mailing lists for appeals, e-blasts and solicitations, e-blasts and solicitations.
• Provide regular data hygiene and lead data management training for staff and interns
• Oversee and process all gift entries and gift acknowledgements, including general donations, restricted donations, grants, and pledges.
• Prepare fundraising reports for appeals, outstanding pledges, and meetings.
• Prepare and execute grants, including Homeland Security grants, Jewish Federation allocations, and Hillel International grants.
• Assist with planning, fundraising efforts, and day-of event coordination for our Annual Gala and other events, as needed.

Benefits

• A competitive salary in the non-profit marketplace, commensurate with experience. The salary range for this position is $70,000 - $75,000.
• Opportunity to join a dynamic team of professionals focused on impacting the lives and experience of college students.
• A comprehensive benefits package including health insurance, pension plan, life insurance, Long Term Disability, Flexible Spending Plan.
• Generous vacation/sick time, and parental leave.
• Excellent professional development, coaching, and skill-building opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level