Position Summary: The Office Manager is the first contact the public has with House of Ruth Maryland at the Highlandtown office and is responsible for setting a helpful, welcoming, and informed tone for visitors. As one of the agency’s walk-in location for services provided in both Spanish and English, many of those individuals will be impacted by intimate partner and sexual violence.  The Office Manager must be comfortable engaging traumatized people, who may present for assistance in a variety of emotional states and not always be clear about what they are seeking from us.  As such, the Office Manager is expected to engage visitors with sensitivity, with safety in mind, and assist visitors in getting to the right person to address their needs in an efficient and confidential manner.  The Office Manager is also primarily responsible for administrative assistance and support of the day-to-day operations of the Highlandtown office site, coordinating schedules for coverage, site and community events, use of spaces on site, and food pantry logistics.  Much of the work is self-directed and this position works daily to handle a wide range of situations, relying on sound judgment to accomplish goals.

Standard Schedule: This position is a full time member of the Survivor Engagement Team.  Standard work schedule is Monday through Friday 9:00am to 5:00pm, with 95% of the work expected to occur on site at the Highlandtown office in Baltimore City. 

Primary Responsibilities:

• Carries out routine office activities such as answering a multi-line phone system in Spanish and English, fielding questions, routing calls, mail handling and distribution, maintaining office and building supply inventory, making service referrals, and other tasks as needed.
• Acts as the primary staff member for coverage at the Highlandtown office site; works with HRM staff to create a fair and reliable backup coverage system, ensuring two people are in the building at all times.
• Maintains an efficient, professional, and pleasant environment, troubleshooting office equipment problems, and arranging for and coordinating office equipment repair.
• Manages the Highlandtown schedule of events, staff contact lists, and staff work schedules.  Update the shared calendar and distribute information and reference tools to staff.
• Screens and assists clients, visitors, donors, and vendors for entry into the facility.  Enforce visitor confidentiality policy and donation policy, and keeps a current list of who is on site at all times.
• Provides administrative support, scheduling and special project assistance for the Center’s programming, including the agency’s annual client Christmas party.
• Sets up meeting rooms, arranges for refreshments, prepares materials for meetings, and cleans up after meetings.

• Provides technical support and limited training to program staff on use of computer hardware and software, fax machine, copier, and other equipment, to resolve problems and upgrade skills.  Liaison with HRM information technology staff on issues related to software and hardware problems.
• Acts as building captain for Emergency Preparedness plan.
• Completes routine data entry tasks efficiently and accurately.  Produces reports as required.
• Coordinates internal site communications (e.g., calendars, contact lists, etc.) and assisting with communications between programs and external community partners
• Maintains strict confidentiality with respect to victims, sensitive documents, and program projects and communications.
• Assists Outreach team with administrative functions of the Food Pantry, including inventory, stocking, and distribution activities. 
• On a rotating schedule with other staff, answers the 24 hour hotline and represents the agency at local community meetings.

• Identify opportunities to utilize trainees and volunteers to enhance operations
• Takes initiative and creates systems that improve efficiency and effectiveness of administrative functioning of program, including the creation, update and maintenance of a procedure manual.

House of Ruth Maryland is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, veteran status or any other protected characteristic as outlined by federal, state, or local laws.

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Qualifications:

·        AA degree or High School diploma/ equivalent

·        Fluent in Spanish and English

·        Three years’ experience in an administrative assistance capacity demonstrating increasing responsibility

·        Experience with office organization and equipment including multi-line phones

·        Strong typing and proofreading skills

·        High level of comfort using the full Microsoft package (Word, Excel, PowerPoint & Publisher), operating email, and researching & retrieving information from the internet

·        Excellent verbal and written communication skills, good interpersonal skills

·        Demonstrated ability to prioritize and manage multiple tasks

·        Must have flexibility to work occasional evenings and weekends (less than 10% of time)

·        Must be able to work with clients in crisis and assess and direct them to assistance as needed

·        Ability to understand intimate partner violence and how it affects the client population

·        Ability to work with clients in crisis, ascertain the appropriate information and direct their requests as necessary

·        Ability to develop and maintain good relationships with individuals of diverse backgrounds including clients, House of Ruth Maryland staff, and members of the community

·        Dedication to the mission of the House of Ruth Maryland

·        Ability to pass a criminal background check

·        Must be able to lift 20 pounds to assist with donation and package receiving