Title: Office Manager
Reports to: Program Director
Location: Redwood City
The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. Our core work is the provision of high quality, low cost immigration legal services that we provide throughout the Bay Area, as well as through collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.
At IIBA, we have a clear vision: to be the place where a diverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.
The Office Manager is the senior administrative position for the IIBA’s Redwood City Offices. The Office Manager develops and manages the administrative systems and procedures for both Redwood City offices, supervises Administrative Assistant(s), and ensures administrative support to the caseworkers, Program Director, and Director of Programs. The Office Manager will ensure the smooth running of the office and help improve procedures and day-to-day operations.
- Develop, manage and enforce administrative systems and procedures for two office sites in Redwood City.
- Supervise Administrative Assistants. Delegate and review administrative responsibilities.
- Ensure timely and accurate completion of Spanish/English translations, mail, files, copying, scanning, data entry, fee collection, and fill-in as needed with telephone and in person reception.
- Manage office operations, including IT, computers and communications equipment, vendors and IT consultants, supplies and equipment, postage and mailing procedures, agency website content, and community center liaison.
- Assist with consultation clinics and group processing workshops.
- Maintain client database and generate necessary reports for legal and program staff and grant requirements.
- Providing program and administrative support to Program Director and Director of Programs, including data for grant reports.
- Support scheduling, HR documentation, and personnel management, in close coordination with Program Director and IIBA’s central office.
- Maintain fee journal and bank deposit records.
- Maintain library of legal references and training materials.
- Assisting in the onboarding process for new hires.
- Participate in staff development and training.
- Other duties as assigned.
Knowledge, Skills and Abilities Required:
- Effective at delegating responsibilities and supervising others. Management experience required.
- Excellent communication skills.
- Speak, read, and write Spanish and English.
- Well organized, extremely accurate, strong attention to detail, and reliable.
- Proficiency in a Windows/PC environment, and able to quickly become proficient in the use of IIBA’s immigration law software and database.
- Experience interacting with clients in a professional and helpful manner.
- Commitment to serve and compassion for the issues faced by the low-income newcomer community.
- Knowledge of immigration laws and procedures preferred.
- Education: BA degree or at least 3 years of office management experience.
- Work Experience: Minimum 3 year previous administrative experience. Previous supervision or management responsibilities required.
- Fluent in Spanish & English required
Salary/Benefits: Pay is commensurate with experience.
IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:
- Employer matching 403(B) retirement plan: up to 5% employer contribution
- Insurance: Health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.
- Transportation reimbursement account.
- Vacation: ten days of accrued vacation per year with an increase each year.
- Sick Leave including paid family sick time
- Holidays: 15 paid Holidays per year
- Paid Parental Leave
To apply: Send cover letter and resume to firstname.lastname@example.org
Please include the title of the job in the subject line.
For more information on IIBA, see our website: www.iibayarea.org. Position opened until filled.
This description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.
IIBA recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. Persons receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.