Office Manager

Job Description

POSITION TITLE: Office Manager (Full-Time)

DEPARTMENT: Corporate

REPORTS TO: Chief of Staff

POSITION OVERVIEW:

One Day at a Time (ODAAT), a program partner of the Urban Affairs Coalition (UAC), is currently looking for an individual to fill the full-time position of Office Manager.

The ODAAT Office Manager will oversee the efficient operation of our office environment at the Corporate headquarters in North Philadelphia. The ideal candidate will be a multitasker with excellent communication skills and a strong ability to manage various administrative tasks. The Office Manager will ensure smooth day-to-day operations, invoice processing, manage office supplies, coordinate administrative procedures, and support the team in various capacities.

The ideal applicant has an Associate's or Bachelor's degree. However, strong non-profit experience and/or related work experience as an office manager may be considered in lieu of a degree.

PRIMARY RESPONSIBILITIES:

Administrative Support:

Manage and coordinate administrative duties, including answering phones, responding to emails, and handling correspondence.

Input invoices and requests into NetSuite.

Organize and schedule meetings, appointments, and travel arrangements for executives and/or staff.

Maintain an organized filing system, both electronic and physical, ensuring information is easily accessible.

Assist the President and Executive Team in the preparation of strategic plans, SOW (Statement of Work) reports, annual reports, budgets, time-and-attendance records, terminations, new hires, transfers, data collection across departments, records of performance data, confidential reports, preparing newsletter mailings, press releases, public representation on behalf of ODAAT, web presence), assist with fundraising efforts, including but not limited general operations, and similar activities in support of the office as directed.

Maintain and schedule the President’s time, work, and appointment schedule; coordinate meetings to ensure efficient use of time with minimal office disruption and re-scheduling.

Develop and maintain client data status reports, as needed.

Maintain all records and important documents including staff information across all platforms.

Office Operations:

Oversee office operations and procedures, ensuring a tidy and conducive working environment.

Manage office budgets, maintain inventory of office supplies

Assist in developing and implementing office policies and procedures to ensure efficiency and compliance.

Team Support:

Act as the point of contact for employees, addressing queries or concerns and providing necessary support.

Assist in the onboarding process for new hires, including setting up workstations and providing necessary resources.

Attends relevant workshops/seminars and maintains professional relationships in the field.

Facilities Management:

Coordinate with building management for office space maintenance, repairs, and security.

Ensure proper functioning of office equipment and coordinate IT support when needed.

Other duties as assigned.

SKILLS, KNOWLEDGE AND EXPERIENCE:

Associate’s or Bachelor's degree in Business Administration or a relevant field preferred

Proven experience as an Office Manager or relevant administrative role Nonprofit experience preferred

Experience using financial/accounting applications. Experience using NetSuite is preferred

Proficiency in office management software, including MS Office and other relevant applications

Hands-on experience with office equipment (e.g., phones/ printers)

High level of professionalism and ability to maintain confidential information

Develops and maintains positive, professional relationships with the public, staff, volunteers, and others

Excellent written and verbal communication skills

Ability to be resourceful and proactive when issues arise

Excellent organizational skills

Multitasking and time-management skills, with the ability to prioritize tasks

High attention to detail and the ability to follow through on commitments and deadlines

Must have the ability to work independently[AL1] [DS2]

Able to develop rapport, provide information, and refer with sensitivity to cultural issues

Ability to work and communicate with staff, clients and their families, donors, vendors, community agencies, etc. to meet their needs in a polite, courteous, and cooperative manner, yet appropriately assertive as the situation may demand

Display a high level of initiative, effort, and commitment toward completing assignments efficiently

Possess excellent time management skills and the ability to work with minimum supervision

Knowledge of budgeting and accounting principles is preferred

Able to meet an occasional flexible work schedule including evenings and weekends, and availability by telephone and/or cell phone

Bilingual is a plus

Ability to perform other duties assigned

LICENSES AND CERTIFICATIONS

Valid Pennsylvania driver’s license preferred

Proof of Insurance is preferred

PHYSICAL REQUIREMENTS

Able to lift/move weight up to 50 lbs.

Vision adequate to perform the responsibilities and functions of the job efficiently.

Must be able to sit for 3 or more hours per day.

Must be able to stand for 2 or more hours per day.

Must be able to operate a computer/hand-held digital device for more than 2 hours per day.

Ability to drive or ride in a moving vehicle for no less than 2 hours per day, preferred.

WORK ENVIRONMENT

The employee will work in an office and public, service-delivery environment. Hectic situations can occur in the public area of the facility characteristic of working with the homeless community and the related concerns and situations related to homeless conditions. The potential exists for volatile and unpredictable situations to occur. May experience exposure to strong odors such as soiled clothes and poor hygiene. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

The candidate for this position may be subject to any of the following screenings as part of the pre-employment process: Motor Vehicle Report (MVR), PA Criminal Background Check, PA Child Abuse Clearance, FBI fingerprint, and drug/alcohol screen.

Interested applicants should include their cover letter and resume along with salary requirements.

Telephone calls will not be accepted

UAC/ODAAT is an Equal Opportunity Employer

[AL1]Technical assistance? Please provide detail.

[DS2]I am removing the “provide technical assistance” language