Office Manager (3 years experience)

Organization Mission:

St. Joseph Neighborhood Center (SJNC) is a ministry of the Sisters of St. Joseph of St. Augustine, rooted in the congregation’s founding charism of “unifying love” — a love of God expressed concretely through love of neighbor. We walk alongside families in our community through education, spiritual growth, mentoring, and practical support, creating pathways for families to encounter the love of Jesus Christ.

Our work is not merely programmatic — it is relational. Every person who walks through our doors is a neighbor, a beloved child of God, deserving of dignity and welcome. The Office Manager embodies this conviction from the first moment of contact.

Position Summary:

The Office Manager serves as the welcoming face and operational anchor of St. Joseph Neighborhood Center. In this part-time role (approximately 30 hours per week), this person ensures the center runs with warmth, order, and mission integrity — managing the front desk, day-to-day operations, and administrative systems that allow program staff to focus on ministry. The ideal candidate brings both organizational competence and a genuine commitment to the people we serve.

Principal Duties and Responsibilities:

Hospitality & Front Desk

• Serve as the primary point of welcome for all visitors, clients, volunteers, and partners, ensuring every person is greeted with dignity, warmth, and attentiveness.
• Manage incoming calls, correspondence, and inquiries; route appropriately and respond to general questions in a manner consistent with the center’s values.
• Maintain a front desk environment that is organized, accessible, and reflective of the ministry’s spirit.
• Support intake processes for program participants and ensure accurate, confidential record-keeping.

Operations & Administration

• Oversee day-to-day administrative functions including supply management, vendor relationships, equipment maintenance coordination, and mail handling.
• Manage space scheduling to ensure mission-aligned use of facilities; coordinate logistics for internal and external events.
• Develop, implement, and improve office systems and procedures that ensure staff and volunteers operate efficiently and in compliance with applicable regulations, funder requirements, and organizational policies.
• Maintain organized filing systems (physical and digital) and support document management practices.
• Coordinate with the Executive Director on calendar management, meeting preparation, and board or committee support as needed.

Financial Stewardship

• Track and process routine expenses; maintain accurate records and provide regular financial reports to the Executive Director.
• Support accounts payable processes, petty cash management, and donation intake tracking.
• Assist in oversight of in-kind donations: receiving, recording, acknowledging, and coordinating distribution in collaboration with program staff.

Volunteer & Staff Support

• Orient new volunteers to office systems and expectations; support volunteer scheduling and recognition.
• Foster a collaborative, mission-centered workplace culture that reflects the SSJ charism of unity and mutual care.
• Mentor and support administrative volunteers, modeling excellence in professional and relational conduct.

Community & External Relations

• Represent SJNC professionally and warmly in interactions with community members, partner organizations, funders, and government agencies.
• Support communications efforts including newsletters, social media content coordination, and event promotion as directed.
• Maintain working knowledge of community resources to assist clients with referrals and information.

Core Competencies:

• Mission Alignment — Genuine resonance with the Catholic identity and SSJ charism of unifying love; ability to integrate faith and work naturally.
• Hospitality & Relational Presence — Warmth, attentiveness, and the capacity to make every person feel seen and welcomed.
• Organizational Excellence — Strong systems-thinking; ability to create and sustain order in a dynamic, people-centered environment.
• Communication — Clear, professional, and compassionate communication across all modalities: written, verbal, and interpersonal.
• Financial Literacy — Competence in basic bookkeeping, expense tracking, and resource management.
• Discretion & Judgment — Sound judgment in navigating sensitive situations involving clients, staff, volunteers, and community partners.
• Technological Proficiency — Facility with Microsoft Office (Word, Excel, Outlook), database or CRM tools, and general office technology.
• Cultural Humility — Ability to work respectfully and effectively with people across diverse backgrounds, circumstances, and identities.

Job Specifications:

Required

· Associate’s degree or equivalent combination of education and experience.

· Minimum three (3) years of administrative or office management experience, preferably in a nonprofit, faith-based, or human services setting.

· Demonstrated proficiency with Microsoft Office Suite and general office technology.

· Must pass background screening and drug test.

· Valid driver’s license and reliable transportation.

· Strong written and verbal communication skills in English.

Preferred

· Bachelor’s degree from an accredited institution.

· Five (5) or more years of nonprofit or ministry experience.

· Bilingual proficiency (English/Spanish).

· Familiarity with Catholic social teaching and SSJ history and charism.

· Experience with donor databases, volunteer management platforms, or case management software.

Physical Demands:

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and talk or hear. The employee is occasionally required to climb or balance; stoop; kneel, crouch, and smell. The employee must be able to regularly lift and/or move up to twenty-five pounds and occasionally lift and/or move up to fifty pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, peripheral vision, and ability to adjust and focus.

Work Environment:

The work environment described here is representative of requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may occasionally be exposed to outside-weather conditions. The noise level in the work environment is usually moderate.

Pay: $23.00 - $28.90 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Executive administrative support: 3 years (Required)

Location:

• Saint Augustine, FL 32084 (Preferred)

Ability to Commute:

• Saint Augustine, FL 32084 (Preferred)

Work Location: In person