Job Information
NY Employer Office Manager in Johnson City, New York
Position Summary: This position will oversee daily office operations, manage administrative tasks and support the smooth functioning of the office. They will work closely with all other staff members to support their work. This will include managing the front office, ordering supplies, greeting guests by phone or in person, preparing meeting spaces, as well as other administrative duties as assigned.
General Office Management/Administrative Maintain accurate daily log of financial receipts and prepare timely thank you letters to all contributors per guidelines, track online donations Provide staff support to Board and committees and maintain computer database and mailing lists, including for events, appeals, and other mailings as requested Assist in tracking assignments Take accurate minutes at committee and board meetings, prepare written copy; prepare correspondence to donors, board members, grantees, etc. Maintain inventory of office supplies and maintain office master calendar; prepare agenda and calendar for review at bi-monthly staff meetings Maintain and distribute regularly the annual board calendar, meeting schedule, list of current board and committee members, etc.; prepare data for the Annual Report as requested Fulfill other duties as assigned by the Finance Officer and Program Officer, approved by the Executive Director
Grant Administration and Support Field general grant related questions and information requests, enter grants into Community Suite, Foundant SLM and GLM Prepare grant worksheets, provide administrative support by approving forms submitted by grantees in Foundant GLM and follow-up with organizations on unexpected and expiring awards Check-in with open grantees to help and support their projects, schedule and attend site visits, facilitate the administration of scholarships
Information Systems Maintain a working knowledge of Microsoft Windows and Office, Excel, Word, etc. Set up and use mail merge as needed Distribute email messages received at our general address to appropriate staff Learn, become proficient in, and input appropriate data into the foundations information system, Community Suite, Foundant GLM and SLM
Skills and Qualifications Three years of experience in business or nonprofit setting, including responsibilities in multiple areas. Nonprofit experience preferred Associates degree preferred Strong organizational skills with the ability to handle multiple detailed tasks and responsibilities efficiently Strong computer skills Experience with all types of office equipment Perform responsibilities in a professional manner and handle assignments with a high degree of accuracy and confidentiality Positive attitude and ability to be a team player Communicate effectively with various audiences Interact professionally with key constituencies including board members, donors, nonprofit organizations, agencies and volunteers Prepare correspondence with direction Experience in organizing and preparing for special events
