Details: $50,000 to $70,000 depending on experience and qualifications
400 N. Columbus Street
SMART APPROACHES TO MARIJUANA
OFFICE MANAGER POSITION
Smart Approaches to Marijuana (SAM) is a leading voice on drug policy reform in the United States and abroad. We are a nonpartisan, non-profit alliance of physicians, policy makers, prevention workers, treatment and recovery professionals, scientists, and other concerned citizens. SAM has affiliates in 30 states, and its board members include members of almost every major medical organization in the country.
We work directly with legislators and high-ranking executive branch officials at both the federal and state level and internationally, as well as with representatives from civil society and industry. Together we reject dichotomies such as “incarceration versus legalization” and seek a practical drug policy that (A) does not send marijuana users to prison for low levels of use, but also (B) prevents the emergence of a “Big Marijuana” industry and lobby that puts profits above public health.
The Office Manager provides high-level administrative support services to the President and Chief of Staff, as well as the organization by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives. The Office Manager also will oversee the organization and administrative operations of the office, such as ensuring supplies are maintained, mail sorted, and meetings details arranged for.
Essential Duties & Responsibilities:
- Coordinates the schedule of the President and Chief of Staff ensuring that meetings, deadlines, presentations and other duties are carried out seamlessly. Plans appointments and events. Makes travel arrangements, coordinating flights, accommodations and other itinerary specifics.
- Create spreadsheets, reports and charts, maintain databases and write status reports. Generate financial reports and handling human resources or accounting functions, such as managing receipts and invoices and running payroll.
- Enters various data and completes paperwork such as expense reports, purchase requisitions, compiles operations/management reports; processes payments, tracks deliverables and receivables and assists with budget tasks and other data entry jobs, completely and accurately
- Organize workflows in order to help tasks run more smoothly, assisting on an as needed basis with projects that require additional help such as completing tasks like gathering and entering information for other staff members to use in their projects
- Acts as the point of contact between the public, customers, the President/Chief of Staff and staff by fielding emails, taking requests for meetings and coordinates various aspects of interoffice communication as necessary. Sets up for meetings in support of the organization.
- Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution
- Perform general office duties such as: ordering supplies; maintaining records management database systems; file and retrieve corporate documents, records and reports; open, sort and distribute incoming correspondence, including faxes and email; maintain common spaces such as copier rooms and break areas
- Suggest more efficient ways to run the office and troubleshoot effectiveness of office operations
- Handles confidential information which would or could have immediate negative impact if shared beyond its intended audience.
- Anticipates the executives’ needs, provides the appropriate materials and brings together the appropriate people and other resources in addressing issues.
- Understands and weaves our organizational sustainability objectives into daily work and decision making.
- Actively promotes safe behaviors and health awareness at all times in the execution of daily tasks.
- Performs other duties as assigned or required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the experience, education, knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
- Ability to work in a high speed, changing environment
- High School degree; Associate's Degree in Business, Office Management or related field preferred, or combination of education and experience
- Proven work experience as an Office Manager, Administrative Assistant or similar role
- Knowledge of effective office procedures
- Computer literacy is vital to the role with solid experience with office management systems including MS Office and SharePoint
- Strong familiarity with online calendars and cloud systems
- Experience using office equipment, including printers and fax machines
- Strong communication proficiency (via phone, email and in-person)
- Experience exercising discretion and confidentiality with sensitive company information
- Excellent organizational skills with an ability to think proactively and prioritize work
- Exceptional attention to detail
- Basic budget management experience preferred
- Basic project management experience preferred
- Office Manager: 1 year
- MS office suite: 1 year
Medical and Dental benefits available.
Minimum Education Required