Organization: Scientific and Cultural Facilities DistrictTitle: Office Manager
Categories: Nonprofit Jobs
Region: Denver Metro Area
Org Type: Government Agency
Job Classification: Non-exempt
Job Status: Fulltime, 40 hours per week; benefits include paid health insurance, parking, PERA, optional employee 401(k) and 457, dental, vision and insurance plans
Reports to: Executive Director
Start date: June 16, 2016
The successful candidate will be an individual who possesses integrity, is reliable, demonstrates initiative, enjoys closure, and is conscientious, organized and takes responsibility for a job well done. This position requires an ability to manage stress in a fast-paced organization coupled with an ability to see what needs to get done and take the initiative to do it. It also requires the ability to work effectively in a small team setting and the capacity to solve problems productively. This individual will pay close attention to detail to ensure operational efficiency, accuracy, credibility and strong customer service. An interest in the arts and/or sciences, sense of humor and positive attitude are also helpful. Must be available to work occasional evenings and weekends.
Duties, responsibilities and accountabilities may be modified at any time.
- Maintain and facilitate daily operations during office hours, 8:30-5 p.m.
- Provide information to the public and constituent organizations
- Manage all aspects of monthly and special public board meetings
- Manage electronic communications with recipient organizations, county cultural councils and media
- Provide administrative support to SCFD board and staff in a small team, fast-paced, high output environment
- Monitor and order supplies, keep all office equipment in working order to support office efficiency and productivity
- Maintain web site, social media and other information systems, including hardware and software
- Create and distribute a variety of communications, e.g. monthly newsletter
- Maintain public records, public requests for information and other documents, post meeting notices
- Provide support to Executive Director and other staff as required
Required Core Competencies and Responsibilities:
- Ability to prioritize assignments and workload based on communication with staff and board members
- Assume a high level of responsibility and execute with good judgment
- Copy, assemble and distribute monthly board meeting packets
- Establish annual meetings schedule, set up and confirm board meeting venues, equipment required, order lunches, arrange board meeting setup to assure facilitation of meeting
- Take and transcribe minutes of board meetings, obtain signatures on minutes and other documents
- Create and distribute monthly newsletter; maintain all forms of external communication, e.g., webpage, Facebook, Twitter, Constant Contact, etc.
- Update web pages, draft press releases, record board resolutions to keep information timely; keep job board current
- Support grant funds distribution process including maintaining and updating website calendars, posting guidelines, directions, and other application materials
- Extract data and prepare reports
- Identify office needs by reviewing and maintaining office supply inventory to insure access to needed supplies by employees
- Coordinate and manage printing and distribution of the Annual Report and free day cards
- Manage public information request processes in accordance with statutory requirements and office protocol.
- Manage office calendar, maintenance, inventory, and tracking for pick up and delivery of SCFD banners and bear costume to maintain supply, proper use and condition
- Create and maintain a variety of databases and document archives
- Troubleshoot office equipment problems, e.g. computers, copier, router, server, broadband service, etc.
- Contact building management regarding office maintenance needs to ensure a proper work environment
- Distribute in-coming and prepare out-going mail, record postage; replenish postage
- On a semi-monthly basis, mail accounts payable checks to vendors to ensure prompt payment of bills
- Update capital equipment inventory lists for audit and insurance purposes
- Coordinate, update, and monitor intern and volunteer schedules
- Knowledge, Skills and Abilities:
- Strong organizational, managerial and interpersonal skill
- Excellent communication skills, written and verbal
- Good judgment and discretion
- Highly organized, detail-oriented, strong multi-tasking skills
- Excellent customer service skills
- Strong work ethic
Education or Formal Training
- Bachelor’s degree and minimum of three years administrative experience in a fast-paced, professional office setting
- Office management
- Database entry and extraction
- Microsoft Office: Word, Excel and Outlook
- Web site maintenance, social media maintenance
- Constant Contact
- Adobe Acrobat
Material and Equipment Directly Used
- Microsoft Office
- Copier, fax, postage machine
Working Environment/Physical Activities
- Work in a small team office environment
- Valid Colorado driver’s license with good driving record
- Standing, walking, sitting, climbing
- Eye, hand and foot coordination
- Must be able to lift up to 50 pounds
NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. Employees are held accountable for all duties required to execute the position.
The Scientific and Cultural Facilities District is an equal opportunity employer. The SCFD serves a diverse cultural community and a diverse public and encourages applications from individuals of all backgrounds.
See the SCFD website at http://scfd.org/p/job-board.html for the complete job description. To apply for this position submit a cover letter and resume to firstname.lastname@example.org by 5:00 p.m. on May 20, 2016. No calls please.
This is a posting on Colorado Nonprofit Association’s Career Center.