Administrative Coordinator/Office Manager, Astraea Lesbian Foundation for Justice, New York, NY

Administrative Coordinator/Office Manager

Posted on: July 17, 2013
Posted by: Astraea Lesbian Foundation for Justice

DESCRIPTION

Provides administrative support to the Astraea office, including HR, IT, office management, and reception.

JOB DUTIES

• Responsible for certain fiscal responsibilities, including sorting, all incoming checks, donation checks and non-donation checks, as well as keeping a log of the check information, documenting and making copies of them and depositing them.

• Generate and process general invoices to all tenants, vendors and contractors, including either distributing invoices or creating a check request and getting appropriate approval for the check requests to be submitted to the fiscal department for payment of invoices.

• Responsible for all incoming and out-going mail, including distributing incoming mail, faxes and packages; maintenance of the mail meter machine including ensuring the postage machine has adequate postage and that outgoing mail is sent. Coordinate pick up of packages.

• Manage inventory and vendor relationships for all office, kitchen, and maintenance supplies and equipment (including, copiers, fax machines, utensils, condiments, etc.). Conducts research, reviews contracts with existing vendors, obtains quotes, and makes recommendations regarding new vendors and office equipment.

• File vendor agreements, contracts, etc. Sets up contract and service agreements. Schedule maintenance and repairs. Work with IT vendors to set up accounts and address needs of the phone system and network.

• Manage the office maintenance on a day-to-day basis, including interacting with building maintenance and cleaning vendors, ensuring general upkeep of the office and supplies, organizing cleaning days and committees for setting/cleaning up for in-office gatherings.

• Support setting up and orienting new employees and resolving questions and problems.

• Manage the process for keeping track of staff attendance, including overseeing the staff calendar, managing staff time tracking systems, and generating weekly time reports and biweekly accrual reports to monitor staff attendance and time off. Responsible for reviewing, printing and distributing timesheets.

• Works with the Director of Communications to mange the organization of and access to office technology.

• Works with the Deputy Director for fiscal, administrative and general operational support as needed.

• Performs other duties and projects assigned from time to time

SKILLS & QUALIFICATIONS

• Must have prior administrative experience of at least 3 years.
• Experience with Human Resource system a plus
• Must have excellent written and verbal communication and interpersonal skills.
• Must be detail oriented.
• Proficiency with MS Word and Excel; Databases and other computer programs a plus.
• Experience with office management.
• Good problem solving skills.
• Good planning and organizational skills.
• Working knowledge of mail processes such as postage machine, Federal Express and UPS.
• Ability to prioritize and manage ever-shifting priorities.
• Ability to work independently and as part of a team.
• Second language a plus.

HOW TO APPLY

Please send cover letter. salary requirements and resume to: jobs@astraeafoundation.org

Technology Officer, American College of Obstetricians and Gynecologists, Washington, DC

Technology Officer

Posted on: May 31, 2013
Posted by: American College of Obstetricians and Gynecologists

DESCRIPTION

The American College of Obstetricians and Gynecologists is a not-for-profit membership organization supporting over 57,000 members/physicians across the country. Our organization supports the nation's leading group of professionals providing health care for women. Located in S.W. Washington, DC, we provide a positive, supportive work environment, excellent benefits and so much more! Benefits include health and dental insurance, employer funded retirement plan, public transportation subsidy, use of the free on-site fitness center, and more! To learn more about our organization, please visit our Website at www.acog.org!

We are looking for a Technology Officer who will oversee the full IT infrastructure including but not limited to application and systems, network, websites and intranet, mobile applications, desktop support, and new products. Additionally, this position champions the capabilities and mission of the organization's technology department as it relates to internal project teams and the company as a whole.

RESPONSIBILITIES

Strategy and Planning

• Participate as a member of the senior management team in governance processes of the organization's architecture, networks, programming, media, and desktops.
• Lead strategic technological planning to achieve business goals by prioritizing technology initiatives and coordinating the evaluation, deployment, and management of current and future technologies.
• Develop and present business and technology initiatives and alignment plans to the executive team and other stakeholders.

Acquisition and Deployment

• Define requirements for new technology (e.g. digital products) development and implementation and communicate them to key business stakeholders.
• Develop business case justifications and cost/benefit analyses for technology spending and initiatives.
• Review all hardware and software contracts and pursue master agreements to capitalize on economies of scale.
• Define and communicate corporate procedures, policies, and standards for the organization for acquiring, implementing, and operating new network systems, equipment, software, and other technologies.
• Approve, prioritize, and control projects and the project portfolio as they relate to the selection, acquisition, development, and installation of major information systems.

Operational Management

• Develop meaningful service-delivery metrics and ensure that such metrics are properly measured, including website metrics using products such as Google Analytics.
• Direct development and execution of an enterprise-wide disaster recovery and business continuity plan.
• Build, maintain, measure, and constantly improve a culture of customer service excellence.
• Develop multi-year budgets and plans to ensure ACOG's infrastructure and support teams are responsive to evolving technology needs.

REQUIREMENTS

• Bachelor's degree in computer science, information management, business administration, or other related field required. Master's degree preferred.
• Minimum of 15 years of progressive professional experience with at least 5 years in management.
• Proven track record of implementing successful and innovative technological solutions. Experience leading diverse teams and ability in driving productive change and fostering a culture of trust and collaboration.
• Strong project management and systems analysis experience. Background in evaluating, selecting, and operating digital platforms and applications such Content Management Systems (CMS) as well as marketing-related software and database applications such as email and CRM.
• Experience with cross-platform digital product development, implementation and/or operations (e.g., websites, e-commerce capabilities, mobile sites, apps).
• Excellent writing, verbal communication, and presentation to connect with technical and non-technical audience.
• Must be able to lift 25 pounds. Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder heights, below the waist or lifting as required to prepare boxes for shipping, file documents or store materials.

HOW TO APPLY


To apply, please submit your cover letter and resume online at:
https://home.eease.adp.com/recruit/?id=5325771

IMPORTANT NOTE: The application system does not provide a specific place for you to upload/input your cover letter. Please remember to upload/paste your cover letter AND resume as one document.

The American College of Obstetricians and Gynecologists is proud to be an equal opportunity employer.

Web & Technology Associate, YWCA, Washington, DC

Web and Technology Associate

Posted on: March 21, 2013
Posted by: YWCA

DESCRIPTION

Reports to:Web & Technology Manager, YWCA USA

Primary Purpose:To provide technical expertise to the Information Technology Department, ensuring efficient operations of all YWCA digital resources.

Organization History and Impact:The YWCA is one of the oldest and largest multicultural women's organizations in the United States with more than 2 million participants in 1,300 locations throughout the U.S. Worldwide, the YWCA serves more than 25 million women and girls in 125 countries.

As a voice for every woman, the YWCA is a grassroots organization that provides programs, services and advocacy to respond to and address the critical needs in the community. For over a century, the YWCA has been a powerful advocate for women and girls

Website: www.ywca.org

BASIC DUTIES

The Web & Technology Associate will provide support to and coordination for the Information Technology Department for the YWCA USA. This position requires excellent technical skills with the ability to think through issues and make recommendations to management. Additional responsibilities will include assisting with various webmaster duties and most importantly, the ability to successfully manage multiple concurrent projects is essential.

PRIMARY RESPONSIBILITIES

The Web & Technology Associate will:

• Assist with the build-out and ongoing web duties and support of the YWCA intranet website and serve as backup support to the other public websites for web development and content management, including updating existing content, creating new pages and culling older content as necessary.
• Under the direction of the Web & Technology Manager, assist in building and maintaining the YWCA Resource Library, part of the YWCA intranet.
• Assist in the implementation and completion of computer/network projects.
  • Provide support as directed by the Web & Technology manager for ongoing digital communications/IT capacity building activities for the local YWCA associations.Assist in general troubleshooting and employee instruction of PC/network system operations.
  • Assist with the set up and termination of e-mail accounts/passwords.
  • Assist the Web & Technology Manager in the use of web analytic tools to produce reports to drive organizational decisions.
    • Identify opportunities for expanded website features and functions, including the implementation of new technologies and trends.
    • Other duties as assigned by the Web & Technology Manager

PROFESSIONAL QUALIFICATIONS

• Associate's degree (A. A.) or equivalent from two-year college or technical school and/or two years related experience, preferably with an membership-based non-profit organization
• Experience implementing and maintaining websites using content management systems (Blackbaud Sphere CMS knowledge preferred)
• Strong knowledge of and skill in HTML and a familiarity with CSS
• Proven experience with Microsoft Office 365, particularly SharePoint, is strongly preferred. Strong knowledge of membership database management
  • Excellent organizational, time management, communication skills
  • Knowledge of website development standards
  • Proficient with office productivity suites, especially Microsoft Office and familiarity with a graphics editing program, such as Adobe Photoshop, is recommended
  • Ability to effectively present information and respond to questions from YWCA national and local association staff
    • Ability to work collegially in a fast paced team environment and adapt to change as necessary
    • Ability to interface both with tech-savvy and non-tech savvy individuals with respect and skill

PERSONAL QUALIFICATIONS

The selected candidate must be passionate about the mission and vision of the YWCA. S/he must have a track record of success and capacity to assist with the development and support of a sophisticated content management system and related digital communications tools

The successful candidate will bring strong organizational skills and will have the ability to multi-task while keeping track of detailed information.

HOW TO APPLY

To apply, send your resume and cover letter to jobs@ywca.org