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Office Manager

Posted by
Youth United for Change
|
Philadelphia, PA

Youth United for Change


New
|
Published 15 days ago

February 15, 2021
$42,000 - $45,000Salary dependent on experience

JOB SUMMARY: The Office Manager works primarily behind the scenes as the “conductor” who oversees all key logistical and administrative tasks that keep the YUC office well-organized and programming operating at optimal levels.


RESPONSIBILITIES: 

Administrative and Logistical Tasks (70%)

  • Handling all organizational mail; ordering postage and any mailing supplies/and overall office supplies
  • Checking office voicemail each morning and distributing messages to respective staff
  • Ensuring the YUC office is well maintained
  • Communicating with property management about necessary repairs to office space
  • Communicating with maintenance/custodial contractor regarding cleanings 
  • Ensuring all janitorial supplies are routinely stocked
  • Ensuring financial documentation is secure and well-maintained
  • Handling monthly bills; printing checks and securing approval and signatures from ED or other assigned signatories
  • Handling monthly deposits
  • Monitoring organizational card usage, staff travel costs, and other programmatic expenses
  • Maintaining financial document filing system; this includes receipts, grant letters, etc.
  • Monitoring cash flow and grant calendar in partnership with the Executive Director and contracted accountant
  • Works closely with the contracted accountant to ensure all financial documentation and auditing is completed promptly
  • Ensuring all non-profit government regulations form/applications are up to date. (501C3, 990, Charitable Trust Certifications, Tax Exemptions, etc.)
  • Ensuring contractors/vendors receive 1099, W4, and donor letters and the end of each fiscal year
  • Handling fundraising and donor letter mailings
  • Handling monthly board meeting logistics
  • Securing food orders for monthly board meetings
  • Supporting board members with annual fundraising logistics
  • Supporting Executive Director with Human Resources logistics
  • Responsible for managing payroll needs and changes
  • Ensuring staff members are updated about all benefit requirements (medical, dental, life insurance, 403B, etc.)
  • Ensuring all staff member’s child abuse and FBI criminal clearances up to date
  • Handling organizational insurance policy needs
  • Monitoring all forms of insurance necessary for the organization and ensuring they are up-to-date (commercial space, Directors & Officers, Workman’s Compensation, Unemployment, etc.)
  • Handling logistics for annual staff retreats
  • Researching and identifying locations for retreats
  • Handling travel, housing, and meeting space reservations
  • Developing food plans based on dietary restrictions of staff
  • Assist Executive Director with administrative tasks upon request
  • All other duties as assigned


Programmatic Support (30%)

  • Securing all necessary supplies and financial documentation for school year programming
  • Purchasing programming materials in coordinating with organizing staff (t-shirts, snacks, butcher block, etc.)
  • Responsible for securing member’s information for paid organizing roles (i.e. VOTA! Project voter engagement efforts)
  • Researching and identifying retreat sites and special event venues
  • Securing program materials for overnight member retreats 
  • Planning menus for special events (annual fundraisers, annual BBQ, student trips, etc.)
  • Developing invitations/permission slips and information packets for special events, trips, orientations, etc.
  • Directing adult volunteers during special events annual fundraisers, annual BBQ, student trips, etc.


QUALIFICATIONS

  • Bachelor’s Degree a plus, but not required
  • Bilingual speaker strongly a plus (Spanish)
  • Proficient in utilizing basic office technology (Microsoft programs, internet, etc…)
  • Proficient in Quickbooks and payroll systems
  • Experience with NationBuilder a plus
  • Strong written and verbal communication skills
  • Detail-oriented with good research skills
  • Excellent time management skills and ability to work in a high paced environment
  • Strong understanding of and commitment to YUC’s mission, values, and approach
  • Strong problem-solving and implementation ability
  • Strong interest in event coordination and logistics
  • Strong emotional intelligence and can manage the emotions of others when under duress
  • Flexible and comfortable working under pressure or outside of “wheelhouse” when necessary
  • Ability to work in a grassroots, team-oriented, diverse environment
  • Patience and has a sense of humor
  • Flexible schedule for weekend and evening meetings, events, or trainings
  • Committed to “low ego, high impact”
  • Committed to growing politically and practically, seeing theory and practices as both important

JOB SUMMARY: The Office Manager works primarily behind the scenes as the “conductor” who oversees all key logistical and administrative tasks that keep the YUC office well-organized and programming operating at optimal levels…

Details at a glance

  • Full Time Schedule
  • High School Diploma Required
  • Professional

Benefits

Benefits include Medical and Dental Coverage

Life Insurance and 403(b) optional

Benefits include Medical and Dental Coverage

Life Insurance and 403(b) optional

Level of Language Proficiency

Bilingual speaker a strong plus (Spanish)

Bilingual speaker a strong plus (Spanish)

Location

On-site
520 North Christopher Columbus Boulevard, Suite 205, Philadelphia, PA 19123

How to Apply

APPLICATION REQUIREMENTS

  • Cover Letter: should outline your interest in the role and how it fits into your long-term trajectory; it should be no longer than two (2) pages, single-spaced
  • Resume/CV: should highlight the most recent position(s) and employment history, accomplishments, educational achievement, and skills training
  • Three (3) Employment References: include all contact information (supervisor’s name, phone, and email) from most recent employers


Women and gender-oppressed People of Color are strongly encouraged to apply. 

Please send required materials as PDFs within a ZIP file to our Office Manager at cecilia@yucyouth.org. Cover letters should be addressed to Executive Director Rapheal Randall.

APPLICATION REQUIREMENTS

  • Cover Letter: should outline your interest in the role and how it fits into your long-term trajectory; it should be no longer than two (2) pages…

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