Health Professional and Allied Employees

Health Professional and Allied Employees

HPAE Office Manager

Based in Emerson, NJ


HPAE, NJ’s largest health care union, is seeking an Administrative Manager. HPAE, affiliated with AFT, represents 14,000 nurses, professionals, clinicians, and ancillary staff in hospitals, nursing homes, university settings, home care, blood banks and other health facilities, in both the public and private, in New Jersey and Philadelphia. HPAE is a democratic union whose goals are to advance the rights of healthcare workers through organizing, collective bargaining, member engagement and community and political action.

Position Summary

  • Responsible for supervision of all administrative support staff.
  • Provides administrative assistance to State Officers, Executive Directors and Department Directors.
  • Supervise, recruit, select, orient and train the Administrative Support Staff. Provide coaching, counseling, and discipline as needed.
  • Maintain and/or supervise the maintenance of union files, archives and records, on-site and off-site.
  • Manage office systems for mail and telephone, including office reception.
  • Maintain Outlook calendars of union activities and schedule rooms, equipment, and services.
  • Plan and coordinate logistics for meetings, travel, and events, including staffing, support materials, and document production and distribution.
  • Maintains photo and video archives, as well as in-house video and photography equipment.
  • Supervise printing and mailing of HPAE materials; ensure quality control and brand compliance.
  • Supervise the development and maintenance of office and information technology systems, including coordination with outside vendors, and coordinate staff technology training.
  • Provide oversight of all union offices and management of those offices, including maintenance, security, cleaning and related services, tenant/landlord negotiations. May also hold a seat on the board of the condo association.
  • Order office supplies. Manage bids and recommendations for office equipment, machinery, furniture, supplies and maintenance contracts; assist in negotiating leases and contracts. Reviews invoices and contracts
  • Oversee all aspects of administrative processes related to the maintenance of union membership, receipt of union dues and fees, and membership data.
  • Oversee, review, and monitor, membership data reports, reconciliation reports, analyze membership data. Provide regular reports to HPAE leadership team. Assist Finance Department and Secretary-Treasurer with financial reporting of dues.
  • Develop and update administrative policies, procedures, methods, and guidelines related to membership processing and data management. Enforce compliance with all applicable collective bargaining agreement provisions, union constitutions and by-laws, and applicable law.
  • Direct the onboarding of new CBA employers to ensure compliance with HPAE member dues, data submission, and reporting format requirements.
  • Ensure appropriate protocols are in place to maintain the integrity and security of member data.
  • Review and recommend operational policy, system, and process improvements to meet the Union’s needs, in coordination with appropriate leadership and stakeholders.
  • Facilitate logistics of hiring permanent and temporary staff; maintain updated job descriptions; coordinate interview processes with leadership and staff.
  • Maintain office policies and procedures manual.
  • Provide orientation and training on office policies and procedures to new employees.
  • Maintain personnel records and respond to outside inquiries concerning personnel.
  • Manage and coordinate special projects as assigned.
  • Provide input into State Federation annual budget process, maintain budget for department, monitor and approve employee expenses reimbursements in accordance with union policy.
  • Serve on a leadership team with other Directors to support the programs of the organization and implement the State Federation’s strategic plans under the direction of the Executive Director and the leadership of the HPAE State Officers.
  • Other responsibilities as assigned by the State Federation officers and Executive Director.

Reports to the Executive Director


  • Five or more years of office management experience, preferably within labor organizations or other similar non-profit organizations.
  • Supervisory or equivalent experience leading staff teams or projects.
  • Advanced tech skills and experience, including the ability to adapt to HPAE’s data systems and advanced skills in Microsoft Office/Office 365.
  • Knowledge of Salesforce a plus.
  • Strong organization and time management skills.
  • Strong interpersonal skills, able to work well in teams and diverse groups.
  • Strong written and verbal communication skills. Fluency in a second language is a plus.
  • BA/BS in related field or equivalent experience

TO APPLY: Submit résumé and cover letter to: jobpostings@hpae.org.

WHEN APPLYING: Be sure to indicate that you saw this information at UNIONJOBS.COM.