Office Manager

SUMMARY

The Council of New Jersey Grantmakers (CNJG) is a statewide nonprofit philanthropy-infrastructure organization. Among our 130 members are private and community foundations, corporations, public/government grantmakers, federated funds, and giving circles. As a membership association, our priority is to support the philanthropic aspirations of members through networking, high-quality training and education, knowledge building, and technical assistance. CNJG’s mission is to support and elevate New Jersey’s philanthropic community through shared learning, collaborative and trusting relationships, network building, and leadership. This commitment to our members and the New Jersey philanthropic sector is clearly evident throughout CNJG’s programs, services, initiatives, and operations. CNJG is a member of the United Philanthropy Forum, the national umbrella organization for the country’s philanthropy-serving organizations, and the New Jersey Center of Nonprofits, our state’s association of nonprofits.

CNJG is seeking an Office Manager. This position reports directly to the President and CEO, ensures that overall office operations are managed effectively and coordinated efficiently in a virtual setting, and provides administrative support to the staff (currently six positions), CNJG’s Board of Trustees, outsourced finance manager, and consultants. The Office Manager will work closely with the President and CEO and other staff as required.

JOB RESPONSIBILITIES

• Assist the CEO with day-to-day operations.
• Handle and direct any incoming calls.
• Respond to requests for information from members, nonprofit partners and others.
• Handle, process and distribute mail, including weekly mail pick up from a mailbox service in Ewing, NJ.
• Assist staff to ensure grants, memberships, sponsorships, and program registrations are entered in the database.
• Ensure database information is updated as needed.
• Support outsourced finance manager regarding accounts payable and accounts receivable, annual filings, audit preparation, banking, and administrative support.
• Manage credit card processing system (Paymentech, etc.), and assist with other funds processing systems as assigned (Bill.com, etc.).
• Order, track and maintain all office supplies and equipment, including printed materials.
• Manage inventory of organization’s equipment and serve as liaison with vendors and service contractors, including IT.
• Maintain all consultant/contractor agreements, and organizational renewals and subscriptions.
• Accurately proofread communications, e-publications (including e-newsletters), correspondence, proposals, and other materials.
• Assist with program coordination and logistics planning for both in-person and virtual Signature Events, meetings and CNJG’s extensive docket of skill building and issue-oriented programs, including hosting/co-hosting via Zoom for virtual events, meetings and programs.
• Manage annual document retention and destruction process in accordance with policy and in coordination with assigned staff.
• Support the Board of Trustees, including handling logistics for Board and certain committee meetings and produce meeting minutes as assigned.
• Other assignments/responsibilities as needed.

EXPECTATIONS

• Work closely with the President and CEO, and other staff.
• Must be able to travel throughout New Jersey, and out of state on occasion. Must have reliable access to a car.
• Preference given to applicants proximate to Mercer County, NJ as must check mail box located in Ewing area on a weekly basis.
• Self-starter who values a collaborative team environment.
• Ability to be flexible and adapt to shifting work demands and organizational priorities, and manage multiple assignments.
• Ability to maintain confidentiality.
• Must be equally comfortable working independently as well as part of a small team.
• CNJG is a fully virtual office. Must agree to work at own location.
• A good sense of humor.
• Perform other related duties as assigned.

QUALIFICATIONS

• Some college with extended related experience; or Bachelor’s degree plus at least two years of related experience.
• Excellent writing skills; exceptional proofreading abilities.
• Strong organizational and time-management skills to ensure an efficient and well-functioning virtual office and operations.
• Strong interpersonal skills, comfortable talking to various members of the public, with a strong orientation toward service.
• High computer proficiency with Microsoft Office required. Must be familiar with Zoom meeting/webinar. Experience with Zoom phones and Salesforce is a plus.
• Must be familiar with the nonprofit sector.
• Must have a driver's license.

Physical Expectations

• Drive and travel around the state; on rare occasions travel out of state.
• Work at a desk with repetitive hours at a laptop, provided by the company.
• Participate in infrequent early morning and/or evening work, which may include an overnight stay.

Total compensation includes contribution to CNJG health insurance policy, generous 401K contribution after one-year, quarterly stipend to support remote office, personal time off, standard holidays, and summer hours. The final candidate for the position must successfully complete a background check.

English language with a high proficiency.