Office Manager

Office Manager

The Organization:
Founded in 1846 to care for the children and widows of sailors in the Port of New York, Seamen's Society was one of the first organizations, in the US, to care for abandoned children in family settings, rather than institutions. Today, Seamen's Society for Children and Families (SSCF) is a comprehensive nonprofit provider of enhanced family foster care services, mental and behavioral health care services, health home care management, prevention/family stabilization services, domestic violence intervention and counseling services, and a childcare program.

The agency's approximately 200 professionals serve over 1,200 children and 800 families in New York City.

Job Summary:

The Office Manager oversees the daily administrative and operational functions of the two service locations, ensuring efficient office operations, regulatory compliance, quality customer service, and a safe, welcoming environment for staff, clients, and visitors. This position serves as a key liaison between program leadership, administrative staff, vendors, and external stakeholders.

Primary Duties and Responsibilities:

• Monitor office coverage and coordinate staffing schedules for reception and administrative support functions.
• Supervise administrative and reception staff, including hiring, onboarding, training, scheduling, work assignment, coaching, and performance management.
• Ensure the timely completion and submission of weekly schedules, including the family time visitation and staff office day schedules.
• Provide guidance and support to office staff regarding operational procedures, agency policies, and customer service standards.
• Facilitate effective communication between program staff, administrative teams, and senior leadership to support efficient office operations.
• Coordinate staff meetings, administrative training activities, and other activities to support effective office operations and staff development.
• Ensure consistent implementation of organizational policies and procedures across both agency sites.
• Serve as liaison with internal IT resources, including coordinating equipment deployment, technology upgrades, technology-related projects, and technology inventory management.
• Support the implementation of office technology, software, and related systems.
• Ensure reception and other client-facing services deliver a welcoming, trauma-informed, culturally responsive, and professional experience.
• Monitor client flow and waiting areas to promote safety, confidentiality, and smooth service delivery.
• Support program staff during agency events, community events, outreach activities, and stakeholder meetings.
• Leads program closet inventory and receipt tracking for families in need.
• Address client concerns related to office operations and facilities and facilitate appropriate resolution.
• Serve as liaison between program staff and facilities, ensuring maintenance requests, repairs, and other related needs are communicated and addressed in a timely manner.
• Conduct routine site inspections to ensure clean, safe, secure, and professional environments.
• Monitor compliance with confidentiality standards, HIPAA, records management, and document retention requirements.
• Manage and ensure case records are maintained according to program standards, including oversight of the archiving of discharged case records and adherence to the agency's document retention and destruction policy.
• Reconcile program related credit card statements, staff expenses, petty cash, food cards, and omni card distribution in accordance with established agency procedures.
• Perform other duties/responsibilities as assigned within scope of position.

Skills, Knowledge, and Abilities:

• Strong planning, organizational, time-management, and…