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.

Executive & Administrative Assistant, Equal Rights Advocates, San Francisco, CA

Executive & Administrative Assistant

Posted on: September 20, 2014
Application deadline: September 26, 2014
Posted by: Equal Rights Advocates

Seeking an experienced and tech-savvy candidate to provide administrative, operational, and program support to the Executive Director and other departments at a vibrant legal non-profit organization that advocates for women and girls. This position pays $20-25/hour DOE with the opportunity for permanent and salaried placement (with benefits) after a probationary period.

DUTIES & RESPONSIBILITIES

• Assist Executive Director with daily administrative duties, including accounting, and managing Executive Director's calendar;

• Serve as primary liaison to the ERA Board of Directors, coordinating communications, scheduling meetings, and performing administrative/secretarial duties;

• Provide administrative support to various ERA departments;

• Must be capable of opening office by 8:55 a.m. each day;

• Responsible for daily office operations (processing mail, maintaining supplies, overseeing equipment, and other duties as assigned);

• Assist with technical needs of office and coordinate with outside vendors;
• Create and update documents and spreadsheets (typically advanced level MS Excel and MS Word required)
• Assist with special events, both internal and external, as needed;
• Assist ED with various human resources functions, including office orientations for new staff, volunteers and interns;
• Assist Development, Finance and Legal Departments with special projects as needed.

QUALIFICATIONS

• Minimum three years relevant and stable office experience;

• BA or equivalent; bilingual in Spanish and English a plus;

• Legal experience is a strong plus, as is experience assisting ED and/or Executive Board of a non-profit organization;
• Advanced skills in MS Word, Excel, Powerpoint and Outlook;

• High comfort with office systems and technology; experience handling technology needs of small office;
• Intermediate database skills in Access or Filemaker Pro or Raiser's Edge a plus;

• Highly organized and punctual;

• Excellent written and verbal and communications skills;

• Ability to interact professionally with coworkers, Board members, and members of the public;
• Ability to problem-solve, demonstrate sound judgment and maintain strict confidentiality;
• Ability to work under pressure in a busy environment and willingness to learn new things and take on challenges;
• Operate multi-line phone system, office equipment including copier, fax machine, mailing machine, computer;

• Unimpeded use of upper extremities and ability to lift up to 30 lbs.

HOW TO APPLY

Please submit a cover letter, resume, references, and (optional) 2-page maximum professional writing sample to the attention of Noreen Farrell at info@equalrights.org. No calls please. Position open until filled, so apply immediately. ERA is an equal opportunity/affirmative action employer and actively recruits women, people of color, persons with disabilities, and LGBTQI individuals.

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

Office Manager, Habitat for Humanity, Worcester, MA

Office Manager (part-time)

Posted on: June 28, 2013
Posted by: Habitat for Humanity - Metro West/Greater Worcester

OVERVIEW

Habitat for Humanity - Metro West/Greater Worcester (HFH-MWGW) is an independent affiliate of Habitat for Humanity International. We are a nonprofit, ecumenical Christian organization dedicated to eliminating substandard housing and homelessness worldwide and to making adequate, affordable shelter a matter of conscience and action. Habitat is founded on the conviction that every man, woman and child should have a simple, decent, affordable place to live in dignity and safety.

HFH-MWGW serves 42 towns and cities in the Greater Worcester and MetroWest Communities. Headquartered in Worcester Massachusetts, HFH-MWGW is an independent 501 (c) 3 organization affiliated with Habitat for Humanity International.

JOB DESCRIPTION

This part-time position (28 hours per week) is responsible for assisting the affiliate in maintaining efficient and effective office operations.

• Provide administrative support to the Executive Director, staff and volunteer committees
• Host Site Manager in charge of overseeing 2-3 AmeriCorps members
• Assist with weekly data entry into GiftWorks (donor software) & resulting thank you letters
• Maintain updates on affiliate's web site through the use of Wordpress
• Answer office phone inquiries, general correspondence and telephone requests
• Maintain office machines, supplies, key databases and filing systems
• Coordinate printing and mailing of semi-annual appeal letters
• Other duties as requested

REQUIRED SKILLS

• Excellent computer skills, specific knowledge of MS Office applications; familiarity with database programs a plus
• Well organized, good team leadership skills
• Excellent verbal and written communication skills, strong spelling and editing capabilities
• An ability to work occasional flexible hours
• An understanding of and a belief in, the mission of Habitat for Humanity.

HOW TO APPLY

Please send resume and cover letter to: office@habitatmwgw.org, and list "Office Manager" in the subject line.