Office Manager

The Oak Park-River Forest Community Foundation is a 501(c)(3) public charity with the mission to unite community members and mobilize resources to advance a racially just society and equitable outcomes for residents of Oak Park, River Forest and surrounding communities. We accomplish this by creating, building, and supporting our collective charitable and social assets to address the emerging needs of our region, and by investing in our community for the long-term.

We are currently seeking a confident, organized, efficient and proactive person to join our team as the Office Manager.

Position Summary:

The Office Manager plays an integral leadership role in the smooth operations of the day-to-day office activities of the Foundation. The ideal candidate is equal parts problem solver and caretaker, able to anticipate and address needs before they arise. Often the first voice heard or face seen by our donors, fund holders, vendors, volunteers or visitors, the Office Manager is an excellent communicator, and is responsible for greeting, screening and directing visitors and callers with confidence, warmth and enthusiasm to the appropriate staff, is delighted to answer general questions regarding the Foundation’s work and mission, and recognizes when opportunities for excellent service or support present themselves. The position provides essential office, clerical and scheduling support for all staff, oversees vendor and facilities relationships, and assists with event planning and other special projects for various departments. The position requires an extremely organized, detail-oriented and efficient professional with a varied skill set, equally at home processing transactions as they are carrying on a conversation with a key stakeholder.

ESSENTIAL FUNCTIONS OF THE POSITION:

• Customer Service: receive and screen calls, emails, and in-person visitors, providing excellent immediate customer service and/or directing requests to the appropriate staff as needed; respond confidently to general inquiries concerning the Foundation’s work.
• General Office Functions: - receive, sort and distribute all incoming and outgoing mail; order and maintain office supplies; maintain overall appearance and orderliness of the office; anticipate needs for hosting visitors; systematize general operations and processes as needed for maximum effectiveness of internal workflow and service to others.
• Vendor Relationships: oversee, manage, and monitor vendor relationships, ensuring services received are commensurate with efficient office operations. Responsible for all office equipment, facilities, IT and other vendor service procurement; ensure payments are accurate and timely, contracts are renewed within budget, and work is performed as expected.
• Data Transactions: perform transactional, clerical duties such as depositing incoming financial contributions and issuing outgoing payments and entering and updating various data sets in the Foundation’s database, upholding utmost confidentiality and integrity of personal financial records. Recommend and implement transactional efficiencies as needed.
• Filing and Record Keeping: maintain paper and digital record keeping, filing and other essential processes which follow internal controls established by the Foundation’s policies and procedures.
• Scheduling and Meeting Support: Maintain office calendars and email groups; assist with scheduling, planning, and staffing external and internal meetings and special events; provide staff, board and committee administrative support and ad hoc analysis as needed.
• Multi-disciplinary Team Member: actively participate and contribute in staff meetings as scheduled and occasional evening and weekend activities/meetings that advance the mission and vision of the organization, work as a member of a multi-disciplinary staff team to ensure the effective and efficient operations of the Foundation in a manner that promotes the mission, vision, and values of the OPRF Community Foundation.

The above statements describe the general nature and level of work performed in the job. They do not intend to be an exhaustive list of all duties, and additional responsibilities may be assigned, as required, by management.

REQUIRED QUALIFICATIONS:

• High School Diploma or equivalent and minimum of five years administrative experience. Associate or bachelor degree a plus.
• Excellence in Microsoft Office (e.g. Word, Excel, PowerPoint) and other applications (Google products, Zoom, etc)
• Experience working in financial databases and comfortable learning and operating in new relational database environments.
• Extremely organized, detail-oriented and proactive with the ability to efficiently manage and prioritize multiple concurrent projects.
• Excellent interpersonal skills and able to work in cooperation with a wide range of individuals from diverse backgrounds.
• Excellent written and verbal communication skills.
• Ability to demonstrate sound judgment in the absence of direct instruction.
• Ability to handle donor and grantee information with complete confidentiality.
• Ability to work independently, as well as in a team environment.

BENEFITS:

Access to medical and dental insurance; vacation/sick pay; life insurance; 401K plan with employer match; 10 paid holidays per year.