Queens Hillel · 2 days ago
Office Manager at Vanderbilt Hillel
Nashville, Tennessee, United States
Full-time
Onsite
Entry, Mid Level
2+ years expVanderbilt Hillel is dedicated to building Jewish communities and is seeking an Office Manager to serve as a central support for their organization. The role involves ensuring the smooth daily operations of the Ben Schulman Center for Jewish Life while providing administrative, operational, and financial support to the team and students.
Non-profit Organization Management
Responsibilities
Serve as the first point of contact for students, faculty, community members, and visitors, creating a welcoming and professional front-facing presence for Vanderbilt Hillel
Provide administrative support to the Executive Director, including scheduling meetings, coordinating travel, and preparing materials
Support finance and fundraising operations through bookkeeping assistance, expense reporting, reimbursements, donor research, and gift processing
Aid program staff maintenance of student engagement database
Collaborate across Programming, Development, and Student Life teams to ensure strong operational alignment
Oversee daily operations of the Ben Schulman Center for Jewish Life, ensuring that the building is clean, safe, functional, and ready for programs and events
Coordinate with vendors, contractors, and service providers such as cleaning, maintenance, and security
Manage office operations and systems, including phones, mail, office equipment, supplies, and shared resources
Collaborate with programming staff to support event setup and breakdown, including room layouts, furniture, AV needs, and supplies
Maintain the building reservation calendar for programs, meetings, and rentals
Manage inventory and ordering of office, kitchen, and cleaning supplies
Support onboarding and supervision of front-desk staff, security staff, and student building ambassadors
Welcome students, staff, and visitors into the building and help direct questions and requests to the appropriate team members
Provide administrative support to the Executive Director
Process expenses and donations accurately and on time
Keep digital databases and physical filing systems organized and up to date
Monitor building needs and proactively address maintenance, supply, or scheduling issues
Support staff and student leaders as they plan and execute programs in the space
Partner closely with the Executive Director to anticipate organizational needs and improve operational systems
Qualification
Required
2+ years of experience in office management, administrative operations, facilities management, or a comparable mix of responsibilities
Experience with bookkeeping, expense tracking, or financial systems (QuickBooks or similar preferred)
Demonstrated ability to manage multiple priorities while maintaining attention to detail and follow-through
Proficiency with Microsoft Office (Excel, Outlook, Word) and general office software
Strong organizational skills and a proactive, solutions-oriented mindset
Excellent written and verbal communication skills
Comfort working independently while collaborating closely with a team
Ability to lift and move moderately heavy items (approximately 30–50 lbs) as needed
Sensitivity to and respect for Jewish traditions, values, and community norms
Commitment to Hillel's mission and to fostering a warm, inclusive environment for students
Preferred
Familiarity with AI tools, social media, and marketing platforms such as Canva or Meta Business Suite
Benefits
Health insurance
Retirement plan
Life insurance
Long-term disability
Flexible spending accounts
Generous vacation and sick time
Professional development opportunities
Mentorship
Access to training and resources through Hillel International
Company
Queens Hillel
As one of the most active student organizations on campus, Queens Hillel provides a wide array of social, cultural, educational, spiritual, and travel opportunities for one of the largest and most diverse Jewish student populations in the country.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase