Administrative Assistant/Office Manager Position Available In Passaic, New Jersey

Administrative Assistant/Office Manager 4.5 4.5 out of 5 stars 256 Macopin Road, West Milford, NJ 07480

Job Title:

Administrative Assistant / Office Coordinator, Hands In 4 Youth, Inc .

Location:

West Milford, NJ Employment Type:

Full-Time Salary Range:

Commensurate with experience Hands In 4 Youth Inc., a not-for-profit organization serving underserved youth through year-round educational programs and a seasonal camp, is seeking a full-time Administrative Assistant/Office Coordinator to support daily operations and administration.

Position Summary:

The Administrative Assistant / Office Coordinator is a key member of HI4Y’s year-round administrative team, responsible for ensuring the smooth and professional functioning of day-to-day operations. This individual will coordinate office logistics, support the CEO and leadership staff, and manage payroll processing and related HR tasks. The role is ideal for someone highly organized, detail-oriented, and comfortable wearing many hats in a collaborative, mission-driven environment.

Key Responsibilities:

Administrative Support:

Provide executive-level support to the Chief Executive Officer, including scheduling, correspondence, and meeting preparation. Assist with preparation of Board and committee materials, including agendas, packets, and minutes. Maintain organized digital and physical filing systems for contracts, records, and organizational materials. Support development and finance teams with data entry, reconciliation, and document tracking.

Office Coordination:

Manage daily operations of the administrative office including supplies, equipment, mail, and vendor communications. Serve as primary contact for internal office needs and maintenance coordination. Support onboarding and workspace setup for new or seasonal staff. Ensure a clean, organized, and welcoming environment for staff, partners, and visitors.

Payroll & HR Support:

Process biweekly payroll for full-time, part-time, and seasonal staff in coordination with the Sr. Finance Manager. Track timekeeping, hours, PTO, and ensure accuracy of employee records. Maintain confidential HR files and assist with onboarding documentation and compliance tracking. Support seasonal hiring coordination and schedule-related documentation.

Communications & Events:

Coordinate scheduling and logistics for staff meetings, trainings, and special events. Support communication flow between administrative and program teams. Greet and assist guests and callers, offering a warm and professional point of contact.

Other Duties:

Provide flexible support on special projects that further the mission and operational success of HI4Y. Work closely with finance, facilities, and program departments to streamline internal processes.

Qualifications:

Strong organizational skills with the ability to multitask and prioritize effectively Excellent written and verbal communication skills High level of discretion and professionalism in handling confidential information Ability to meet deadlines and adapt in a fast-paced environment Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Google Suite, Adobe Acrobat, Canva, and social media platforms Familiarity with office administration and recordkeeping best practices Experience processing payroll (e.g., via Paychex, ADP, or similar platform) preferred. Nonprofit administration operations experience is a plus. Alignment with HI4Y’s mission and a willingness to work in a camp and youth-centered environment.

Job Type:

Full-time Pay:

$45,000.00 – $52,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Schedule:

8 hour shift Monday to Friday Weekends as needed

Work Location:

In person