Office Manager

Job Type

Full Time

Published

05/23/2018

Address

4380 Carmel Valley Road
Carmel-by-the-Sea
California
93923
United States

Description

About the Position: ​MEarth is looking for an enthusiastic addition to our team, someone who knows the value of serving as the administrative and programmatic support person for a staff of seven. Specifically, our Office Manager takes the lead on coordinating all of MEarth’s administrative functions, as well as scheduling and managing our complex programming calendars. This position is a critical role at MEarth, as s/he interfaces with the entire staff. Applicants should have a high attention to detail, be able to oversee multiple projects at once, and be technologically competent. Challenges should be a source of inspiration and opportunity, not dread and overwhelmingness. This position is integral to our growing organization, which has recently launched a five year strategic plan, an associated Sustainable Business Plan, and is celebrating its ten year anniversary.


Responsibilities

Office Management

● Act as outward facing, first-point of contact for visitors and clients at MEarth. Maintain warm and professional presence on the telephone and in person.

● Work closely with the Executive Director and staff to determine best ways to develop streamlined systems and workflow in the office.

● Be passionate about how to create best administrative practices, including filing, strategies for a “paperless office”, and establishing/refining functional systems.

● Oversee best practices in database management systems for customer relations, grant tracking, donor giving campaigns. Maintain all existing databases: Google Drive, NeonCRM, and Quickbooks.

● Train staff in the organization and maintenance of our Google Drive.

● Collect mail and make necessary bank deposits on a daily/weekly basis, and maintain necessary paper trail.

● Track & manage all accounts receivable/payable relating to contracts.

● Interface regularly with the Bookkeeper to ensure seamless information input into the Quickbooks system.

● Work closely with the staff to manage meeting schedules to ensure maximum effectiveness. Assist Executive Director in creating agendas, taking meeting minutes, and managing special projects.

● Support the timely and efficient communication in the office, with the Board, and with external partners and stakeholders.

● Help troubleshoot technological problems for the team.


Fund Development Support

● Work with Executive Director to help oversee fundraising and granting activities, including tracking and managing all grant reporting.

● Work with Executive Director and communications staff to design and deliver quarterly funding appeals.


Program Support

● Schedule and manage programming calendars, including scheduling and communicating with program partners (as directed by the Program Director).

● Assist Program Director in tracking timelines and creating systems for gathering grant-related expenditures and program demographics.

● Capture all program-related demographic data in database, for use in grant reporting and other organizational storytelling.

● Assist Program Director and Executive Director with producing reports for grants and budgeting.


Education and Experience:

● Educational Requirement: B.A. or B.S in related field or commensurate work experience.

● Experience Required: Minimum two years of work experience in office, project management setting.

● Strong interpersonal skills; ability to work well - in a wide range of situations - with program participants (youth and adults, peers, volunteers, interns, clients, others.


Knowledge, Skills, and Abilities:

● Strong attention to detail, particularly regarding administrative systems, databases, accounts receivable/payable, and scheduling.

● Demonstrated skill and expertise in accomplishing work-related tasks – with accuracy, precision, completeness, neatness, and quantity.

● Demonstrated knowledge of work-related software, systems, equipment, materials, and fundamental subject matter. ● Strong database skills.

● Well versed in Apple products and Google platforms (Gmail, Google Calendars, Drive).

● Capable of establishing and maintaining friendly, cooperative, and effective working relationships with all persons contacted in the course of work. Maintain a positive attitude and enthusiasm for work, and ability to adapt to change.

● Strong communication skills, both verbal and written.

● Effective and efficient work habits, including organization of work, punctuality, and dependability.

● Can work independently and collaboratively.

● Demonstrated good judgment, promptness of action, and sound decision making.

● Proficiency in graphic programs preferred, including Adobe Creative Suite.


Required Physical Capabilities: Inherent in one or more of the essential functions of this position are the following essential physical requirements:

● Ability to see for purposes of reading instructions, labels, and other printed matter and for the safe operation of equipment.

● Ability to hear and understand speech at normal levels in person and/or on the telephone.

● Ability to communicate so others will be able to clearly understand a normal conversation in person and/or on the telephone.

● Ability to operate a computer, typewriter, calculator, copy machine, telephone and other office equipment with dexterity and in a safe and efficient manner.

● Ability to routinely lift and carry supplies and materials weighing up to 25 pounds.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

jobs@mearthcarmel.org
https://goo.gl/forms/hxFctF0DYR2xQVMZ2

Please follow the link below to apply. No phone calls please.

https://goo.gl/forms/hxFctF0DYR2xQVMZ2


Successful completion of the hiring process is contingent on applicant passing a multi-agency live-scan fingerprint/background check. (paid for by MEarth) Women, people of color and LGBT candidates are strongly encouraged to apply. MEarth is an Equal Opportunity Employer.


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