Senior Manager | Office (Supervising)

Make a bigger difference

Senior Supervising Office Manager

At The Jewish Board, we don’t just make a difference – we make a bigger difference as we serve 45,000 New Yorkers every year. Join our dedicated team that’s been helping communities across New York City for almost 150 years and see just how big of a difference you can make.

Reasons you’ll love working with us:

       If you have a particular age range or population you’re interested in working with, you can find your niche here.  Our clients and staff are as diverse as the city we work in, and include people of all cultures, religions, races, gender expressions, and sexual orientations.

• We’re committed to supporting your career development by encouraging mobility and advancement across different program types and jobs.

• With 70 locations throughout the five boroughs, you can work close to where you live. 

• Generous vacation time and 15 paid holidays will help you achieve a healthy work/life balance.

• We offer an excellent benefits package with affordable, high-quality health and dental insurance with low co-pays.

• You’ll receive ongoing support through high-quality supervision, specialized trainings from our Continuing Education team, and an education benefit.

How you can make a bigger difference: 

PURPOSE:

The Kaplan House (Manhattan) and Cedar Knolls House (Bronx) provides therapeutic and support services to    adolescent’s ages 16-21 who are referred to us through ACS and the Juvenile Justice system.  Our residents have experienced significant trauma, resulting in behavioral, emotional, and functional/ development issues.  Both Programs offer an extensive independent living skills program, including vocational preparation, and educational services that assist youth towards reaching independence.

The Supervised Independent Living Program (SILP) provides a transitional living environment for older youth who are ready to move towards independent living but could benefit from a supported environment to build the skills required to live independently. The SILP provides resources for youth aged 18-21, who are experiencing challenges as they transition to adulthood.

The Jewish Board’s Community Behavioral Health treatment programs provide compassionate, high quality, evidence-based services to individuals and families in the communities we serve.  Our staff uses a culturally competent, person centered approach to help individuals and their families develop skills and resources to improve overall functioning, to instill hope, and to strengthen resiliency.  Our programs work closely with community partners to address health disparities in our neighborhoods while also celebrating the strengths and resilience of our communities. Our children’s community residences are single site residence’s that provide a group living for eight children and/or adolescents. The program provides a supervised, trauma informed therapeutic environment which seeks to develop the resident's skills and capacity to live in the community and attend school/work as appropriate.

POSITION OVERVIEW:

The Senior Supervising Office Manager is the Senior Administrative Clerical support person for all the OFCS and OMH Children’s Residential Programs (Kaplan House, Cedar Knolls House, SILP’s and 4 Children’s Community Residence’s and will function as the Administrative Assistant for the Departments Senior management team. They will handle all sensitive and confidential material.

KEY ESSENTIAL FUNCTIONS (List the functions that are essential to achieve the goal):

• Supervise the department’s clerical workflow.
• Supervise all Office Mangers, Administrative Assistant and provides appropriate training.
• Supervises the overall house work flow in terms of supply storage, distribution and replenishment process for each department including but not limited to medical, kitchen, milieu (ADL supplies), maintenance, etc…Hands on oversight allows for direct and accurate reporting to Director to better manage expenditures.
• Oversees the maintenance and repairs of vehicles at the SICCR and acts as the liaison with facilities in this oversight.
• Oversees and tracks the operations of information technology regarding functioning, repairs, installation, etc.
• Perform regular evaluations and recommend promotions or changes of assignments.
• Key member of our Program Steering Committee for all programs. Work closely with program leadership on the development of recreational and daily programming that includes educational and vocational options to meet the expectations and needs of the residents in all programs.
• Coordinates and assists in the outreach, recruitment and retention of volunteers and volunteer groups at all programs. This includes but is not limited to creating activities and programs that best meet the needs of our youth and draw on the strengths of our volunteers.

• Planning and coordination of special events for residents, community leaders, volunteers and staff – beginning with themes, responsible for budgeting, and execution. Also includes follow up with leaders and volunteers to provide feedback and notes of appreciation along with goals for future activities and events.

• The Supervising Office Manager is an integral part of the hiring process for all program staff by walking them through the electronic application process, checking references and tracking them through the human resource process.
• Oversee fee processing and ensure that agency’s policy and procedures are being adhered to.

• Trusted problem solver contributes to the resolution of challenges that arise during unexpected situations. This is an integral part of the role as the programs are crisis driven and the office manager is expected to triage situations, as they are typically a first line of defense so that proper assessment and good judgment skills are necessary.

• Conduct periodic audits of all data entries performed to ensure accuracy and to determine that staff understands all procedures associated with such processes.
• Provide secretarial support to the division director and other management staff members, especially in confidential matters. The Supervising Office Manager is responsible for using great discretion when it comes to working side by side with the management team at all sites.
• Monitor, distribute, replenish and reconcile monthly petty cash and pay card statements (10 cards) for the division and do so accurately and with evidence of accountability.
• Verify accuracy and prepare weekly attendance sheets necessary for accurate billing which are ultimately submitted for the director’s approval and processed by the fiscal department.
• Submit all status forms/PAFs and pay documents for the administrative team and the SICCR in a timely manner while supervising the office managers who are responsible for these matters at Kaplan House, Cedar Knolls House, 3 Bronx Community Residences, and SILPS. 
• Be familiar with appropriate OSHA and other safety regulations and ensure that such requirements are met for the staff in all residences.
• Coordinates quarterly presentations by the FDNY for the youth and staff regarding fire safety and prevention since the population of youth is so transient.

• Implemented and oversees an inventory tracking system, which allows for constant review of purchase patterns as well as staff and client needs. The implementation of this process has proven to assist in cost savings benefits and improved purchasing of quality products and has streamlined the process. 
• Assists in CPI responsibilities including tracking of trainings, incidents, outcomes and significant events.
• Assists in the committee to update the policy and procedures manuals and create new policies and procedures as needed.

• Serves as project manager of new initiatives related with the scope of duties of this position at all four programs: Kaplan House, Cedar Knolls House, SILPS and the 4 Children’s Community Residences. Examples: Organizing and coordinating the purchasing of furnishings (posters, bedspreads, decorations, etc..) for the environment that reflect sanctuary model standards, are youth friendly, therapeutic, strengths based and safe. Also ensuring that the furnishings are well maintained.
• Oversees the above responsibilities of the office managers and clerical staff at Kaplan House, Cedar Knolls House, SILPS and 4 Children’s Community Residence’s.
• Supervises the porter at SICCR.
• Functions directly as Senior Director’s  for the Children Residential Programs assistant in day-to-day operations.
• May be called upon to perform any of the tasks normally associated with his/her subordinates.
• Other duties as assigned.

CORE COMPETENCIES for the position include:

• Basic experience with PC capabilities, and a strong attention to detail and record keeping.
• Organizational skills
• Valid Driver’s License required

EDUCATIONAL / TRAINING REQUIRED (List all that is required to achieve this position):

• High School Diploma with relevant courses and experience in typing and filing, BA preferred. 

COMPUTER SKILLS REQUIRED (List the computer skills needed):

• Microsoft Office (Word, Excel & Power Point)
• Outlook

WORK ENVIRONMENT / PHYSICAL EFFORT

• In completing the inventory and shipment portion of this assignment you will move and store inventory deliveries.

If you join us, you’ll have these great benefits:

• Generous time off in addition to paid agency holidays and 15 sick days
• Affordable and high-quality medical/dental/vision plans 
• Tuition assistance and educational loan forgiveness
• Free continuing education opportunities 
• 403(b) retirement benefits and a pension
• Flexible spending accounts for health and transportation 
• 24/7 Accessible Employee Assistance Program  
• Life and disability insurance 
• Diversity, equity, and inclusion working groups that are available for you to join, including Confronting Structural Racism (COR), Coalition Against Anti-Semitism (CAAS), and the LGBTQ Steering Committee

Who we are:

The Jewish Board delivers innovative, high-quality, and compassionate mental health and social services to over 45,000 New Yorkers each year. We are unique in serving everyone from infants and their families to children, teens, and adults. We are proud to employ and serve people of all religions, races, cultural backgrounds, gender expressions, and sexual orientations. We are committed to building diverse, equitable, and inclusive teams to help support our mission, and we strongly encourage candidates from historically marginalized backgrounds to apply to work with us.

More on Equal Opportunity:

We respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (including transgender status), sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

This applies with respect to recruiting, hiring, placement, promotion, transfer, training, compensation, termination, assignments, benefits, employee activities, access to facilities and programs, and all other terms and condition of employment as well as general treatment during employment.

 We will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities, without regard to any protected classifications, unless the accommodation would impose an undue hardship on the operation of our business. Any employees who need assistance to perform their job duties because of a physical or mental condition should contact human resources.