Office Manager

Job Description Office ManagerIn Our Own Voices, Inc. (IOOV)Read all the information about this opportunity carefully, then use the application button below to send your CV and application.Albany, NYFull-Time | Non-ExemptOn-SiteReports To: Chief Executive Officer (CEO) & Chief Operations Officer (COO)About In Our Own Voices, Inc. (IOOV)In Our Own Voices, Inc. (IOOV) is a Black-led, LGBTQ+ people-of-color–centered nonprofit organization based in Albany, NY. IOOV is dedicated to advancing the health, safety, and empowerment of LGBTQ+ communities of color through culturally affirming programs, advocacy, and community-building.Position SummaryThe Office Manager plays a vital role in ensuring the smooth, efficient, and welcoming day-to-day operations of IOOV. This position combines office administration, program and event support, and facilities oversight across IOOV's three organizational buildings.Approximately 40% of this role focuses on administrative and facilities management, while 60% supports program operations and community events. The Office Manager directly supervises the Maintenance Manager and serves as a central point of coordination for staff, volunteers, vendors, and visitors.Essential Duties & ResponsibilitiesAdministrative & Office ManagementManage front desk operations, including greeting visitors, answering phones, and responding to general inquiriesMaintain and update organizational records such as calendars, mailing lists, databases, and filing systems (digital and paper)Coordinate schedules for internal meetings, trainings, and organizational activitiesOrder, track, and maintain inventory of office supplies and materialsEnsure basic functionality of office equipment and coordinate with IT or technical support as neededProgram & Event SupportProvide logistical and administrative support for programs, community outreach activities, and eventsAssist with preparation and distribution of outreach materials, including flyers, newsletters, and mailingsSupport HIV/HCV testing initiatives and Project Sano as needed, including materials coordination and basic intake supportCollect, organize, and submit required program documentation, data, and monthly reports in coordination with program staffFacilities ManagementSupervise the Maintenance Manager and coordinate completion of repairs, routine maintenance, and scheduled improvementsServe as the primary point of contact for all facility-related issues across IOOV's three buildingsTrack and manage facility concerns related to safety, accessibility, HVAC, plumbing, and general upkeepCoordinate with external vendors for janitorial services, pest control, and building maintenanceMaintain documentation of facility issues and resolutions and communicate updates to the CEO and COOStaff & Volunteer OversightSupervise and provide guidance to seasonal youth workers, administrative interns, and volunteersSupport onboarding, orientation, and task coordination for volunteers assigned to office or program rolesQualificationsRequiredHigh School DiplomaMinimum of 2 years of experience in office management, administration, or program supportStrong organizational skills with the ability to prioritize tasks and work independentlyProficiency in Microsoft Office Suite and cloud-based scheduling and file management toolsExcellent interpersonal, customer service, and written communication skillsPreferredAssociate's or Bachelor's degreeNonprofit or human services experienceExperience with basic facilities oversight or building coordinationSpanish language proficiencyCommitment to EquityCandidates should demonstrate a strong commitment to LGBTQ+ communities, Black, Indigenous, and People of Color communities, and equity-centered work.Why Join IOOV?At IOOV, the Office Manager is more than an administrative role—you are a key part of creating a safe, organized, and welcoming environment that allows life-saving programs and community-centered work to thrive. This position offers variety, responsibility, and the opportunity to directly support a mission-driven organization making real impact in the Capital Region.Equal Opportunity EmployerIn Our Own Voices, Inc. is an Equal Opportunity Employer. IOOV does not discriminate on the basis of race, color, creed, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, marital status, veteran status, genetic information, arrest or conviction record, or any other characteristic protected by applicable law.Company DescriptionIn Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities, with a focus on people of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community-building activities. We offer a wide range of programs, including health services, mental health support, youth services, and cultural events, all aimed at fostering a safe, inclusive, and equitable environment. At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.Company DescriptionIn Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities, with a focus on people of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community-building activities. We offer a wide range of programs, including health services, mental health support, youth services, and cultural events, all aimed at fostering a safe, inclusive, and equitable environment. xmcpwfu At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.