Office Manager & Program Support

Job Type

Full Time

Published

09/06/2018

Address

Austin
TX
United States

Description

ORGANIZATIONAL OVERVIEW:  

Texans Standing Tall (TST) is the statewide coalition committed to creating safer and healthier communities in which underage alcohol, tobacco, and other drug use has no place. The TST office is located in Austin. TST is a non-partisan, nonprofit organization that utilizes evidence-based community prevention strategies to create a healthier environment for our youth. We are committed to research-driven prevention practices and policies. TST pursues its mission through research, public education, coalition training, technical assistance, policy development/enforcement/evaluation, and advocacy. We mobilize grassroots and grasstops for community change. Our supporters and partners include state agencies and organizations as well as individuals and local coalitions from throughout the state. 


GENERAL DESCRIPTION:

The Office Manager & Program Support role will provide support for the office as a whole, including all programmatic activities of the coalition, by working closely with programmatic and operational staff. The successful candidate will oversee daily office operations, working with organizational leadership to ensure the smooth operation of the TST office and organization. Responsibilities include preparing check requests, filing, answering the phone, maintaining supply inventory, arranging meetings, scheduling travel arrangements, supporting the CEO, calendar management, assuring materials are prepared for trainings and events, adhering to required grant guidelines, maintaining office space, and maintaining equipment used for trainings and events. The position supports projects/organizational needs as they arise. The position maintains working relationships with vendors. The position requires motivation to do work that is consistently of the highest qualityand the ability to deal calmly and effectively with a wide range of personalities and circumstances.The position works in a team environment, manages multiple tasks simultaneously, sometimes under tight deadlines. The successful candidate will enjoy working in a fast-paced environment, providing support to others, and have strong attention to detail. 


ACADEMIC BACKGROUND AND EXPERIENCE REQUIRED:

  • Graduation from an accredited college or university with a bachelor’s degree. Sufficient experience in progressively responsible similar positions to demonstrate competency may be substituted for degree.

·      Minimum two years experience in office administration, program coordination, or customer-service oriented position.

  • Excellent written and oral communication skills (writing sample may be required).
  • Demonstrated excellent customer service skills across all communication mediums, including phone calls, email, and in-person interactions with other staff and the public
  • High level of computer proficiency; ability to operate basic office equipment; ability to troubleshoot basic office equipment issues.
  • Demonstrated high level of organizational skills, including timeliness.
  • Demonstrated ability to successfully handle multiple projects and deadlines simultaneously, experience in managing complex administrative tasks,and attention to detail.
  • Personal vehicle with applicable insurance; Ability and willingness to travel.
  • Because TST’s primary purpose is to serve the public, this position requires a cell phone with data plan to fulfill job responsibilities such as being available off-hours, at meetings, during travel, or other business purposes. 
  • Ability to lift boxes up to 30 pounds.
  • Experience working with: a small non-profit/business, accounts payable/receivable and/or budgets, and confidential information all highly preferred.
  • Human Resources experience a plus; bilingual in English and Spanish a plus.
  • Commitment to the organizational mission and ideology in order to effectively promote and advance the goals of Texans Standing Tall and its members.


ESSENTIAL POSITION FUNCTIONS:

  • Maintain a professional demeanor and the highest level of discretion with confidential information
  • Ability to think strategically about systems management; Take initiative, anticipate challenges, and proactively pursue solutions to problems ranging from the mundane to the complex
  • Oversee and maintain master organizational calendars and schedule meetings
  • Prepare purchase/travel requisitions and reimbursement paperwork with adherence to grant budgets as well as the overall organizational budget; ensure all paperwork is properly routed and filed
  • Provide support to CEO including coordinating travel arrangements/plans and schedule/calendar
  • Provide support to the Board of Directors – collect & send reports, coordinate meetings
  • General receptionist duties (e.g. answering phone, greeting office visitors, etc.)
  • Maintain filing system including compliance documentation; ensure others do the same
  • Provide grants management support – adherence to funders’ compliance requirements
  • Provide event and program support on a wide range of projects (such as duplication, packet assembly, invitation distribution, registration activities, preparing travel arrangements, event planning/setup) 
  • Assist with new-employee orientation and employee benefits package
  • Collect incoming mail and date stamp
  • Order supplies to ensure the smooth operation of the office
  • Maintain equipment and property logs including checking out/in training and event equipment to staff
  • Oversee all aspects of office including: organization; communicating with property management, security, building repair and maintenance, housekeeping; ensure proper functioning of office systems and equipment such as telephone, internet copier and computers; maintaining office supply cabinets and closets
  • Appropriately prioritize work, take on multiple tasks simultaneously, manage time effectively and deliver high-quality work on time
  • Communicate effectively and at times work closely with a wide range of individuals – from office visitors/volunteers to philanthropic program officers to vendors
  • Other tasks as assigned

OTHER PREFERRED SKILLS and TRAITS:

·      Experience in project coordination and/or managing events

·      Passion about the mission and vision of Texans Standing Tall

·       Comfortable with learning by doing/experiencing AND by listening/reading

·       Comfort in a fast-paced environment where frequent interruptions are typical 

  • Experience working in a small workplace environment and/or within a tight budget
  • Ability to work independently, proactively, and anticipate next steps
  • Ability to self-start, troubleshoot and creatively problem-solve
  • Ability to provide IT troubleshooting
  • Ability to maintain grant backup and produce reports for projects
  • Ability to coordinate and support volunteers
  • Readiness/Ability to move forward when intervening factors are unknown
  • Able to find creative ways to meet goals with limited financial resources
  • Desire to work in a fast-paced environment
  • Experience using analytical skills to move a project forward
  • Possess excellent organizational, communication and management skills
  • Ability to work collaboratively with internal staff and external constituencies at all levels


ORGANIZATIONAL RELATIONSHIP:

Supervised by CEO.


SALARY: 

$36,000-$40,000 depending on experience, plus benefits.


HOURS: 

Full time, some weekends and evenings may be necessary.


We believe diversity and inclusion are key drivers of creativity and innovation and we actively seek out candidates from diverse backgrounds to apply for roles in our organization.


Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

TST@TexansStandingTall.org
http://www.TexansStandingTall.org

Please send cover letter and resume to: TST@TexansStandingTall.org


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