Operations and Office Manager at Rutgers Hillel

Operations and Office Manager

Rutgers Hillel seeks a highly organized, detail-oriented professional with exceptional communications skills and strong initiative to serve as our Operations and Office Manager. The Operations and Office Manager provides critical support to the Chief Executive Officer and will be responsible for the organization’s day-to-day operations, including administrative tasks and ensuring that the rest of the staff has adequate support to work efficiently.

Rutgers Hillel has one of the largest Jewish communities on any campus in North America, with students from the entire state of NJ and beyond. We are 35 miles south of NYC, with a train station on campus that goes straight to the city. 

Our house is a 40,000 sq. ft. facility right in the middle of College Avenue. Our team is dynamic, committed and fun-loving.  We invite you to become a critical part of what makes us special.

What You’ll Do

• Financial Management:
• Oversee expenditures and revenue across multiple budget lines. 
• Work closely with our bookkeeper and Board treasurer to ensure timely reporting and materials for Board of Directors meetings and other presentations.
• Serve as liaison with external accounting firm to complete annual audits. 
• Ensure that all annual and quarterly federal and state filings are up-to-date.

• Facility Management:
• Oversee and manage relationship with contract security team.
• Ensure security protocols are up to date and that all staff are aware of any changes or issues. 
• Maintain stock of office supplies, cleaning supplies, general program supplies, and resources.
• Coordinate with vendors, insurance agents, and others to ensure timely, updated service.
• Work with custodial company,, repairs and maintenance vendors, and in-house staff, and in-house staff.
• Manage facility rentals and internal room reservations
• Respond to building alarms during non-business hours.

• Human Resources:
• Manage the full cycle of employees from onboarding new employees, running payroll, coordinating and renewing benefits, and tracking employees’ vacation and medical leave.
• Employ and manage student interns employed through the Federal Work-Study program. 

• Database Management:
• Responsible for accurate data entry of constituent information and preferences in all relevant systems, including Little Green Light, Mailchimp, and other databases.
• Prepare mailing lists for appeals, e-blasts and solicitations, e-blasts and solicitations.
• Provide regular data hygiene and lead data management training for staff and interns

• Development:
• Oversee and process all gift entries and gift acknowledgements, including general donations, restricted donations, grants, and pledges.
• Prepare fundraising reports for appeals, outstanding pledges, and meetings. 
• Prepare and execute grants, including Homeland Security grants, Jewish Federation allocations, and Hillel International grants.
• Assist with planning, fundraising efforts, and day-of event coordination for our Annual Gala and other events, as needed.

What You’ve Accomplished

• Bachelor’s degree or equivalent professional experience. 
• 5+ years of proven experience in an administrative, human resources, or office manager role or similar, relevant, transferable experience.

What You’ll Bring to the Job

• Outstanding organizational skills; should enjoy developing systems, organizing documents, and creating and implementing systematic workflows.
• Exemplary time management skills, including the capacity to juggle competing priorities and deadlines, and to remain flexible within a fast-paced environment.
• Excellent verbal and written communications skills.
• Knowledge of essential computer software programs, including MS Office, Google Workspace, and Quickbooks, and the agility and resourcefulness to learn new technologies.
• Experience with donor databases required; knowledge of Little Green Light a plus. 
• Experience with payroll processing; Paycor.com is a plus.
• Impeccable discretion and appreciation of confidentiality.

What You’ll Receive

• A competitive salary in the non-profit marketplace, commensurate with experience. The salary range for this position is $70,000 - $75,000. 
• Opportunity to join a dynamic team of professionals focused on impacting the lives and experience of college students.
• A comprehensive benefits package including health insurance, pension plan, life insurance, Long Term Disability, Flexible Spending Plan.
• Generous vacation/sick time, and parental leave.
• Excellent professional development, coaching, and skill-building opportunities.

Desired Start Date: May 4, 2026

About Rutgers University

One of America’s nine Colonial Colleges, chartered in 1766, Rutgers University has a unique history as a colonial college, a land-grant institution, and a state university. Rutgers-New Brunswick/Piscataway campus is home to some 36,039 undergraduates and 14,215 graduate students. With over 6,400 Jewish undergraduates and over 1,000 Jewish graduate students, Rutgers has the 2nd largest Jewish undergraduate population in the nation. Rutgers is ideally located within minutes of several major highways, less than an hour from Manhattan by car or train.

Rutgers Hillel is located on the College Avenue Campus, in the heart of the New Brunswick-Piscataway campus. The growth of Rutgers Hillel in recent years, along with a relatively recently completed new building, makes this an exciting and rewarding place to work.