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Manchester Office Manager

International Institute of New England

The mission of the International Institute of New England (IINE) is to create opportunities for refugees and immigrants to succeed through resettlement, education, career advancement and pathways to citizenship. One of the oldest and largest human services organizations for New Americans in the region, IINE serves more than 2,500 people each year in Boston and Lowell, Massachusetts, and Manchester, New Hampshire. Our programs include case management, youth and family services, English for Speakers of Other Languages (ESOL), employment and skills training, and immigration legal services.

A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Successful candidates will join a committed team of professional staff and volunteers who are devoted to welcoming and serving new Americans.

 


Overview:

The Manchester Office Manager serves as the first point of contact in the Manchester office by greeting and directing clients and visitors, maintaining the front desk area, supplies areas, and classrooms, receiving and sending mail, answering and routing phone calls, supporting reservations of offices and spaces, and directing vendors. The Manchester Office Manager is responsible for creating a professional, welcoming climate for Manchester office staff, clients enrolled in IINE-Manchester programs, and guests. The Manchester Office Manager supports the Managing Director by ensuring the submission of administrative documentation in a timely manner, reviewing storage and submitting supply requests, and performing other functions as needed or requested. The Manchester Office Manager has a “dotted” reporting line to the Operations Manager (OM) at the Central site, providing support to the OM as appropriate to ensure the smooth operations of site projects.

Strong candidates will be detail-oriented and organized, demonstrate a commitment to excellence, and take initiative. While the work is fast-paced, it also highly rewarding. The Office Manager gets to know everyone at the site – both client and staff – and is able to give feedback to improve both program and administrative processes.

The Office Manager works at the Manchester site in-person, five days per week. IINE has upgraded its offices to meet Covid-19 health and safety protocols, including plexiglass shields in the front desk reception area.

Requirements:
  • At least 2 years of related experience
  • Bachelor’s Degree preferred
  • Ability to multi-task in a fast-paced environment and process unexpected duties and deadlines
  • Warm and friendly demeanor
  • Demonstrated experience coordinating with vendors preferred
  • Familiarity with Apricot and Salesforce preferred
  • Highly proficient in Microsoft Word, Excel and Outlook
  • Must be able to manage calendars and schedule events
  • Knowledge of standard practices with respect to following an institution’s policies and with an eye towards simplifying processes
  • Effective communicator; should be comfortable working as part of a team and expressing innovative or critical ideas
  • Excellent organizational and problem-solving skills
  • A strong sense of discretion and confidentiality
  • Experience working with refugees and immigrants preferred
  • Multilingual candidates encouraged to apply
Responsibilities:
  • Manage opening and closing of the Manchester office
  • Foster a professional and friendly atmosphere for all staff, clients, and visitors
  • Answer and route a high volume of phone calls; take accurate messages, and screen calls as appropriate
  • Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies
  • Ensure that the reception area, conference rooms, and common areas are clean and organized
  • Redirect information, meeting, client, and contract-related requests to the appropriate staff member(s)
  • Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages
  • Maintain and update inventories related to the facility, IINE equipment, and offsite document storage
  • Assess office supply levels and communicate needs to the Managing Director
  • Assist with meetings and events; process party and lunch catering orders as requested
  • Maintain and update phone systems; change voicemail for holidays and cancellations; communicate changes in phone numbers
  • Training new staff in office procedures, and preparing technology and space for new staff
  • Support the Managing Director in the completion and processing of regular administrative forms and processes as directed
  • Work with the Managing Director to ensure that all employees are alerted about winter and other weather-related closings
  • Provide support as needed to the Operations Manager to ensure the smooth operations of site projects
  • Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages
  • Support Manchester-specific staff-facing events and assist the human resources team with events involving all three IINE offices
  • Provide updates on site's activities for use on social media, the website, and the quarterly newsletter, including taking pictures (when appropriate) of events that take place at the site or in the local community
  • Provide support for Pinpoint, IINE’s in-house translation and interpretation social enterprise as needed, including scheduling appointments and coordinating with clients.
  • Perform all other duties assigned.
How to Apply:

Submit your application on our website: https://iine.org/careers/

Salary Range:

$40,000-$45,000

Job Location:

Manchester

Date Added: September 10, 2021

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