Office Manager
hace 4 días
Miami
Office Manager \n Miami, FL | Full-Time, On-Site | Nonprofit Music Education \n www.YoungMusiciansUnite.org \n \n About Young Musicians Unite \n Established in 2013, Young Musicians Unite (YMU) is a Miami-based nonprofit dedicated to ensuring every young person has access to music education, regardless of socioeconomic background. We partner with schools to provide free music programming that inspires personal development, builds creative and collaborative skills, and prepares students to become community leaders. \n Today, YMU serves more than 16,000 students across over 100 Miami-Dade schools, making it one of the largest nonprofit music education organizations in South Florida. We are a fast-moving, innovative organization that embraces technology, continuous improvement, and operational excellence to maximize our impact. \n Transforming Lives & Communities Through Music. \n \n Position Summary \n Young Musicians Unite is seeking a highly organized, proactive, and systems-oriented Office Manager to oversee our day-to-day office operations, people operations, and talent acquisition processes. \n \n This role is the operational hub of the organization, ensuring that our office runs efficiently while supporting every stage of the employee lifecycle—from recruiting and hiring through onboarding, payroll administration, benefits, compliance, and employee support. \n \n A major focus of this role is managing the front end of YMU's hiring process. The Office Manager will oversee the early stages of recruitment for all open positions by reviewing resumes, evaluating Culture Index assessments, conducting pre-screening interviews, proactively sourcing and cold-calling candidates, and coordinating qualified candidates through each phase of the interview process with hiring managers. This position plays a critical role in helping YMU identify exceptional talent while ensuring a professional and engaging candidate experience. \n \n Beyond recruiting, the Office Manager is responsible for maintaining organized office operations, managing office inventory and vendor relationships, overseeing HR administration and payroll processes, coordinating employee benefits and performance review cycles, and continuously improving the systems that support our growing organization. \n \n The ideal candidate thrives in a fast-paced environment, enjoys building efficient processes, is exceptionally organized, communicates professionally, and is passionate about creating systems that enable others to succeed. At YMU, this position is far more than traditional office administration—it is a strategic operations role that directly supports the organization's continued growth and mission. \n \n Key Responsibilities \n Talent Acquisition & Recruiting Operations \n\n • Manage the early stages of recruitment for all open positions across the organization.\n, • Review resumes and applications to identify qualified candidates.\n, • Evaluate Culture Index survey results as part of YMU's hiring process.\n, • Conduct pre-screening interviews to assess candidate qualifications, communication skills, and organizational fit.\n, • Proactively source candidates through job boards, networking, and outbound recruiting efforts.\n, • Cold-call prospective candidates and maintain active hiring pipelines.\n, • Schedule and coordinate Phase 2 and Phase 3 interviews by working directly with hiring managers and organizational leadership.\n, • Maintain accurate candidate records and hiring documentation.\n, • Ensure timely communication with candidates throughout the hiring process.\n, • Coordinate offer letters, onboarding documentation, and hiring logistics.\n, • Continuously improve recruiting workflows, hiring systems, and candidate experience.\n\n \n Human Resources Administration \n\n • Manage the complete employee lifecycle from onboarding through offboarding.\n, • Coordinate new hire onboarding, orientation, and employment documentation.\n, • Maintain confidential employee records within Paylocity and organizational systems.\n, • Coordinate I-9 verification, E-Verify, background checks, and employment compliance.\n, • Administer PTO, sick leave, holidays, and leave requests.\n, • Maintain HR policies, employee handbook updates, and organizational forms.\n, • Serve as the primary point of contact for employee HR questions.\n, • Support leadership with employee relations and HR initiatives while maintaining confidentiality.\n\n \n Payroll & Benefits Administration \n\n • Process payroll accurately and on schedule using Paylocity and ADP.\n, • Review employee changes, PTO balances, reimbursements, deductions, and payroll reports.\n, • Coordinate employee benefit enrollments, qualifying life events, and annual open enrollment.\n, • Serve as the primary liaison with insurance brokers and benefits providers.\n, • Partner with Finance to resolve payroll discrepancies and employee inquiries.\n, • Ensure payroll and HR records remain accurate and compliant.\n\n \n Office Operations & Administrative Management \n\n • Oversee the daily operations of the YMU office.\n, • Manage office inventory including supplies, technology, furniture, equipment, and organizational assets.\n, • Monitor inventory levels and coordinate purchasing to maintain efficient operations.\n, • Manage vendor relationships and office service providers.\n, • Coordinate organizational calendars, recurring meetings, and internal communications.\n, • Maintain Google Workspace folders, organizational records, and shared resources.\n, • Develop and improve Standard Operating Procedures (SOPs), workflows, checklists, and operational documentation.\n, • Support cross-functional projects and organizational initiatives.\n, • Identify opportunities to improve efficiency through automation, AI tools, and process improvements.\n\n \n Performance Management & Employee Experience \n\n • Coordinate employee review schedules, including 30-day, 60-day, 90-day, quarterly, and annual performance reviews.\n, • Maintain performance tracking systems and documentation.\n, • Support employee engagement initiatives, appreciation events, wellness activities, and professional development.\n, • Coordinate internal trainings and organizational meetings.\n, • Help foster a positive, collaborative, and high-performing workplace culture.\n\n \n Required Qualifications \n\n • 3+ years of experience in Office Management, Human Resources, Recruiting, Operations, or a related administrative role.\n, • Experience managing recruiting pipelines, applicant tracking, or talent acquisition.\n, • Experience reviewing resumes and conducting candidate interviews or pre-screening calls.\n, • Experience coordinating interviews with multiple hiring managers.\n, • Experience processing payroll using Paylocity, ADP, or similar systems.\n, • Experience administering employee benefits and maintaining HR records.\n, • Knowledge of employment compliance, I-9s, E-Verify, and onboarding best practices.\n, • Strong proficiency with Google Workspace (Docs, Sheets, Drive, Calendar).\n, • Exceptional organizational and project management skills.\n, • Excellent written and verbal communication skills.\n, • Ability to handle confidential information with professionalism and discretion.\n, • Ability to manage multiple priorities in a fast-paced environment.\n\n \n Preferred Qualifications \n\n • Experience working in a nonprofit organization.\n, • Experience with Paylocity.\n, • Experience with ADP.\n, • Experience with Asana or other project management software.\n, • Experience with applicant tracking systems (ATS).\n, • Familiarity with Culture Index, Predictive Index, DISC, or other behavioral assessments.\n, • Experience implementing operational improvements and SOPs.\n, • Experience leveraging AI tools to improve productivity and workflows.\n, • Bachelor's degree in Business Administration, Human Resources, Industrial-Organizational Psychology, Operations Management, or a related field.\n\n \n Compensation & Benefits \n Salary: $55,000–$65,000 annually, based on experience. \n Benefits include: \n\n • Health Insurance\n, • Paid Time Off\n, • Paid Sick Leave\n, • Paid Holidays\n\n \n Why Join Young Musicians Unite? \n At Young Musicians Unite, your work directly impacts thousands of students throughout Miami-Dade County. \n \n As our Office Manager, you'll play a vital role in building the systems, hiring exceptional people, and creating the operational excellence that allows our programs to thrive. \n We're looking for someone who enjoys building structure, improving processes, embracing technology, and helping people succeed. If you're energized by solving problems, creating efficiencies, and supporting a mission that changes lives through music, we'd love to meet you. \n \n How to Apply \n To be considered, applicants must complete both of the following steps: \n Step 1: Submit your application via LinkedIn, including: \n\n • Resume\n\n Step 2: Complete the required Culture Index Survey: \n https://go.cultureindex.com/p/SNQBmwUIpoM \n \n The Culture Index Survey takes approximately 10 minutes to complete and helps us better understand your natural work style, communication preferences, and problem-solving approach. Survey results are considered alongside your experience, qualifications, and interviews. \n \n Applications will be reviewed on a rolling basis. Qualified candidates will be contacted regarding the next steps in the hiring process. \n \n
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