Office Manager, Women's International League for Peace and Freedom, New York, NY

Office Manager

Posted on: January 5, 2015
Application deadline: January 31, 2015
Start date: February 22, 2015
Posted by: Women's International League for Peace and Freedom

JOB DESCRIPTION

Women's International League for Peace and Freedom (WILPF) is a non-governmental organization established in 1915, working worldwide for peace and security (www.wilpfinternational.org) with two international offices in Geneva and in New York.

WILPF is looking for an Office Manager to manage its United Nations office in New York. It is the Office Manager's job to ensure that the office runs smoothly by managing the office work, human resources, financial management, communication and research necessary to the tasks as described below.

RESPONSIBILITIES

A. Office Functioning and Maintenance

• Maintain the running of the office including equipment and supplies.
• Review and update the assets register.
• Interact with suppliers and service providers to assure competent services are provided, invoices are correct, and problems are resolved.
• Maintain, review and update all insurances.
• Maintain database, e-mail addresses and WILPF's directory and process regular mailings as requested.
• File all documents in a proper manner and order.
• Manage mail.
• Develop and maintain a description of responsibilities and tasks related to the functioning of the UNO office and continue to update the Office Manual with any appropriate information.
• Other tasks and support as needed and directed by WILPF staff.

B. Bookkeeping, payments and grant management

• Prepare and process payments and deposits
• Perform basic bookkeeping under the supervision of the Financial Manager based in Geneva
• Assist the outside accountant with the annual audit
• Assist the Program Directors with grant management, project expense tracking and other financial management
• Liaise with the organization's bank when needed

C. Communications

• Pro-actively communicate with the staff and any WILPF's constituents
• Answer questions and send information to WILPF members and others when requested
• Maintain communication with the Geneva Office regarding all UNO WILPF work
• Write acknowledgment letters and reports to donors as required
• Greet visitors to the office and provide them with any information requested.

D. Personnel

• Assist with recruitment of interns as needed.
• Assist with training of interns.
• Monitor payroll by contacting the outside payroll service monthly, (CM comments: how to do it can be discussed during the interview, like informing them of payroll changes, downloading and checking monthly payroll reports and sending them on to the bookkeeper and Treasurer)

QUALIFICATIONS

• Bachelors degree. Masters/graduate degree preferable.
• Three years prior experience in office administration and financial accounting, preferably in nonprofit organizations
• Prior experience with accounting software
• Fluent in Excel
• Ability to work independently, prioritize, and complete multiple tasks on deadline
• Excellent communication and interpersonal skills
• Pro active and able to take initiative and solution driven
• Good knowledge of and interest in WILPF's work, aims and principles.

HOW TO APPLY

Please submit your CV and cover letter to Isma at isma@peacewomen.org "Application for Office Manager position" in the subject for consideration.

Part-Time Administrator, Unchained at Last

Part-Time Administrator

Posted on: October 26, 2014
Application deadline: December 15, 2014
Posted by: Unchained at Last

Unchained At Last is the only nonprofit in the US dedicated to helping women and girls leave or avoid arranged/forced marriages. Here's your chance to join the Unchained team as a part-time administrator and work toward that important mission.

The part-time administrator works 20 hours per week, mostly via telecommute and occasionally in Westfield, NJ. Under the supervision of the executive director, the administrator is responsible for:

PUBLIC RELATIONS

- Maintaining an active social-media presence

- Regularly updating the Unchained website

- Sending e-newsletters to Unchained's mailing list

- Maintaining Unchained's mailing list

- Identifying speaking and promotion opportunities for the executive director and board members

BOOKKEEPING

- Processing donations

- Paying bills

- Preparing financial reports for board members

VOLUNTEER COORDINATION

- Screening, conducting background searches and arranging for interviews regarding applicants for volunteer positions

- Creating and maintaining records of volunteer applicants

FUNDRAISING

- Identifying potential funding sources

ADMINISTRATIVE FUNCTIONS

- Performing general clerical and administrative duties, as needed

QUALIFICATIONS

To qualify for this position you must have:

- A bachelor's degree or higher

- Deep familiarity with social media, especially Facebook and Twitter

- Proficiency in accounting software

- Superior writing skills

- Excellent organizational and time-management skills

- Experience working without close supervision

HOW TO APPLY

To apply, send your resume and salary requirements to Jeanne Gordon, board president, at jeanne@unchainedatlast.org. Please include a cover letter that explains why you want to serve as Unchained's part-time administrator and where you heard about the position.

Operations Associate, Retail Action Project, New York, NY

Operations Associate (part-time)

Posted on: May 16, 2013
Posted by: Retail Action Project

DESCRIPTION

RAP is an innovative membership organization of retail workers dedicated to improving standards and opportunities in the retail industry. RAP develops the leadership and power of retail workers to improve the quality of jobs and challenge injustices across the sector. Our work involves organizing, policy and legal action, while serving the immediate needs of our membership through portable services and benefits.

DUTIES

• Bookkeeping: Oversee bank accounts, payroll, manage accounts receivables/accounts payable, recording expenses, issue checks, account reconciliation, data entry and coding

• Grant-writing and management: Track grants, reporting requirements and deadlines, assist with grant writing as needed and track new funding opportunities

• Office management: Order supplies, oversee an orderly office, and office protocol

• Fundraising : Assist with ongoing fundraising efforts, events coordination, online donor cultivation, and engaging Board and staff with fundraising plans, managing fundraising goals and timelines

QUALIFICATIONS

• Strong knowledge of Quickbooks, bookkeeping and non-profit financial management
• Strong writing, communication and organizational skills
• Experience in fundraising, grant writing, management, and reporting (preferred)

HOW TO APPLY

Please send a resume, 3 professional references, and a cover letter stating specifically why you are interested in the position and working with RAP to rapjobs@gmail.com. Please apply early or by June 3rd. The position is open until filled, and applications received early will be reviewed with preference. Ideal start date is mid-June. No phone calls please.

RAP is an equal-opportunity employer. People of color and women are strongly encouraged to apply.
Competitive hourly pay plus paid time off including vacation, personal, and sick days. This position is 20 hours per week, with potential for growth.

Administrator, Center for Anti-Violence Education, Brooklyn, NY

Administrator

Posted on: May 6, 2013
Application deadline: May 31, 2013
Posted by: The Center for Anti-Violence Education

DESCRIPTION

The Center for Anti-violence Education (CAE) is a multi-racial, intergenerational, community-based, nonprofit organization that develops and implements violence-prevention programs. CAE's holistic programs help women, teens, children, survivors and LGBT communities build skills, heal from past abuse, and organize to counter the destructiveness of violence. A feminist organization, CAE brings a commitment to fighting racism, heterosexism and gender oppression to all its activities.

THE POSITION

CAE seeks to hire an energetic, skilled, and committed Administrator to provide general office management, program, and bookkeeping support. As the first point of contact for program participants and others, it is essential that the candidate have a warm, friendly, professional, and welcoming manner over the phone, in person, and via written correspondence. The position requires someone who has a keen eye for detail and can multi-task and delegate work to data entry specialist, volunteers and interns in a fast-paced environment. Additionally, it is extremely important that the candidate be capable and comfortable navigating new computer systems, including databases, online fundraising systems, and social media.

RESPONSIBILITIES

Provide general office management: answering phones, greeting guests, maintaining office machines and systems, ordering supplies, managing space rental agreements.

• Provide program support, including leading an outreach committee for program publicity; creating program flyers; and managing pre-registration, registration, data entry, and fee collection for classes.
• Maintain and troubleshoot office computer systems, including setting up new stations, installing new software/equipment, maintaining databases, website administration, and backing up the network.
• Recruit, train, schedule and supervise data entry specialist, volunteers, interns and childcare workers.
• Assist with bookkeeping and maintaining/processing of financial records.
• Assist all staff with office support such as making copies, spreadsheets, mail, and data entry.
• Assist with money management, volunteers, and website for fundraising events.
• Maintain donor management database and send timely thank you letters to donors.
• Other projects as assigned by supervisor.

QUALIFICATIONS

Minimum of 2 years experience in office/administrative setting, or comparable experience.

• Experience supervising or leading teams of staff, volunteers, or interns to complete a project.
• Strong computer/technological and database management skills. Experience with Giftworks, Microsoft Access, Excel, social media, and Wordpress/website maintenance.
• Strong communication, writing and editing skills with attention to detail.
• Disciplined self-starter, collaborative team player, ability to excel with little supervision.
• Ability to work well with people of diverse backgrounds.
• Commitment to social justice and CAE's mission and goals.
• Bilingual Spanish/English strongly preferred.

Salary is $35,000 depending on experience. Benefits include four weeks vacation and employer-sponsored health plan.

Hiring in July 2013, with priority given to applications received by May 31, 2013.

HOW TO APPLY

E-mail cover letter and resume (in .doc, or .pdf format) to Jenny DeBower: jobs@caeny.org

NO PHONE CALLS

CAE is an equal opportunity employer committed to a diverse, multicultural work environment.