Albany
Job Description Office Manager In Our Own Voices, Inc. (IOOV) Albany, NY Full-Time | Non-Exempt On-Site Reports 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 Summary The 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 & Responsibilities Administrative & Office Management • Manage front desk operations, including greeting visitors, answering phones, and responding to general inquiries, • Maintain and update organizational records such as calendars, mailing lists, databases, and filing systems (digital and paper), • Coordinate schedules for internal meetings, trainings, and organizational activities, • Order, track, and maintain inventory of office supplies and materials, • Provide logistical and administrative support for programs, community outreach activities, and events, • Assist with preparation and distribution of outreach materials, including flyers, newsletters, and mailings, • Support HIV/HCV testing initiatives and Project Sano as needed, including materials coordination and basic intake support, • Supervise the Maintenance Manager and coordinate completion of repairs, routine maintenance, and scheduled improvements, • Serve as the primary point of contact for all facility-related issues across IOOV’s three buildings, • Track and manage facility concerns related to safety, accessibility, HVAC, plumbing, and general upkeep, • Coordinate with external vendors for janitorial services, pest control, and building maintenance, • Supervise and provide guidance to seasonal youth workers, administrative interns, and volunteers, • Support onboarding, orientation, and task coordination for volunteers assigned to office or program roles Qualifications Required • High School Diploma, • Minimum of 2 years of experience in office management, administration, or program support, • Strong organizational skills with the ability to prioritize tasks and work independently, • Proficiency in Microsoft Office Suite and cloud-based scheduling and file management tools, • Associate’s or Bachelor’s degree, • Nonprofit or human services experience, • Experience with basic facilities oversight or building coordination, • Spanish language proficiency Commitment to Equity Candidates 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. In Our Own Voices, Inc. is an Equal Opportunity Employer. We strongly encourage applications from Black, Indigenous, and People of Color; LGBTQ+ individuals; people with disabilities; and individuals with lived experience in the communities we serve. 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.In 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.