Position Summary: WINGS is a non-profit organization whose mission is to break the cycle and heal the wounds of childhood sexual abuse by providing education, advocacy and support to adult survivors, loved ones, providers and the community. We’re ushering in the day when all survivors and their supporters have the resources they need to speak about, heal from and thrive beyond childhood sexual abuse trauma.
To achieve that lofty vision, our organization is on a path of growth that requires us to enhance our operational infrastructure. Thus, we need a stellar person to serve as our first Office Manager, helping to ensure we have efficient systems, processes and support in place to keep our office running smoothly and to ensure that everyone is working in the highest and best use of their time.
Specifically, the Office Manager will support the Executive Director in a number of admin duties, including HR related tasks, board support, grant management and tracking, and donor acknowledgement. The Office Manager will also be adept at database management and serve as the primary point of contact for maintaining integrity of data and functionality of our upgraded Salesforce database. This will ensure we can communicate with clients and donors according to their preferences; and will ensure we have superb data tracking and reporting capability, helping us measure our overall impact.
The Office Manager will also have experience in financial management and oversee our bookkeeper on a number of projects, including payroll processing, preparation of monthly financial statements and our annual audit. They will also provide general program support, as needed.
The Office Manager will be a self-starter who thrives at multi-tasking and managing multiple projects and deadlines. They will be the “left brain” to our Executive Director’s right, and they will enjoy anticipating and creating solutions to a number of tasks that arise in our fast-paced office. If we were NASA, this position would serve as “Mission Control” – finding satisfaction in helping the WINGS team have what they need in the office – to be able to launch programs and projects that improve the lives of survivors and their supporters throughout the community.
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Administrative Assistance to Executive Director (15%)
· Be main point of contact between Executive Director and PEO Provider for HR related needs/tasks
· Prepare board agendas/packets and materials monthly or as needed
· Assist with other projects as assigned
Financial Management (15%)
· Oversee timesheets and payroll processing with bookkeeper and PEO provider
· Oversee bookkeeper’s monthly production of financial statements and prepare financial dashboards for ED and board review
· Oversee annual audit with bookkeeper
Government & Private Foundation Grant Management (15%)
· Under direction of ED, submit all new grant applications on rotating basis for 6 government grants and maintain financial reporting information monthly and quarterly
· Submit grant applications and reports for key private foundation funders
Salesforce Database Management (25%)
· Ensure integrity of Salesforce data and be main staff person trained to optimize database efficiency for superb client and donor contact/relationship management
Donor Acknowledgement (15%)
· Manage process to ensure all donations are entered into Salesforce and timely donor acknowledgement letters are produced
· Oversee donor appeals, including CO Gives Day giving
Office Management & General Program Support (15%)
· Ensure efficient daily office operations, handling range of tasks from IT, phone, copier and related office needs; printing projects, etc.
· Provide additional program assistance, as needed (i.e. facilitator paperwork updating)
Competencies: To perform the job successfully, an individual should demonstrate the following.
Achievement Focus – Demonstrates persistence and overcomes obstacles. Measures self against standard of excellence. Recognizes and acts on opportunities. Sets and achieves challenging goals. Takes calculated risks to accomplish goals.
Communications – Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.
Managing Customer Focus – Develops new approaches to meeting customer needs. Establishes customer service standards. Monitors customer satisfaction. Promotes customer focus. Provides training in customer service delivery.
Managing People – Develops subordinates’ skills and encourages growth. Includes subordinates in planning. Makes self available to subordinates. Provides direction and gains compliance. Provides regular performance feedback. Takes responsibility for subordinates’ activities.
Planning and Organization – Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
Problem Solving – Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience: Bachelor’s degree from four-year college or university preferred; 3-5 years related experience; or equivalent combination of education and experience.
Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Skilled in Microsoft Office (Word, Excel, PPT) required and Salesforce preferred. Knowledge of Quickbooks accounting system preferred.
Will supervise Bookkeeper
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
Please send your resume and cover letter answering the following four questions:
1) What would your greatest hopes be, if selected for this position?
2) What combination of skills, experience and attitude make you prepared for this role?
3) What would success look like for you, if you were in this position?
4) What type of support would be helpful to you to achieve this success?
Please send requested materials to firstname.lastname@example.org. Deadline to apply is July 28th. Applications without these materials will not be accepted. Thank you for your time and interest in working at WINGS!
To apply for this job please visit the following URL: https://www.indeed.com/cmp/WINGS-Foundation-Inc./jobs/Office-Manager-c2e7b3b3957e93e8?q=Wings+Foundation →