Office Manager bei After-School All-Stars

Description

ORGANIZATION BACKGROUND: 

Founded in 1992, After-School All-Stars is a national non-profit organization which provides free, daily afterschool programs to more than 150,000 children in need at 728 school and community sites in 18 chapters across the U.S. Our goals for our All-Stars are the same we have for our own children: to be healthy and active, to graduate high school and go on to college, to find a job that they love and to give back to their communities. We achieve this by identifying and fueling our students' individual passions, tying their interests to tailored academic support, enrichment and health and fitness programming.

A UNIQUE OPPORTUNITY: 

After-School All-Stars is currently seeking an Office Manager. The ideal candidate will ensure the smooth day-to-day operations of the LA Headquarters and possesses the flexibility to adapt to new challenges and opportunities. 

This position is supervised by the Director of Human Resources and part of a key staff group at our headquarters offices that oversees main office functions which include Senior Executive Assistant to the President and the National Operations and Events Lead. This position will collaborate closely with the different departments represented in the LA Office. 

Requirements

SPECIFIC RESPONSIBILITIES: 

OFFICE MANAGEMENT 

• Creating a welcoming and tidy environment for all staff and guests. 

• Answering all incoming phone calls and emails for the National Office in a timely manner. 

• Coordinating the use of the office conference rooms and phone rooms, in addition to ensuring space is properly set up for meetings. 

• Directing and distributing all incoming mail, packages, and shipping items, as needed. 

• Organizing “Lunch and Learn” activities, and other activities as assigned including ordering lunch. 

• Budgeting, inventory, and management of office supply purchasing, office supply room and storage rooms. 

• Managing nonprofit rate registration with USPS and ensuring postage, stationary, and envelopes are in stock for donor and supporter correspondence 

• Serving as the building’s main liaison for all logistical issues and keeping up to date for all building compliance 

• Establish an office cleaning schedule so that it is shared among staff. 

• Maintain compliance with building safety training requirements and serve as the leader for Emergency Preparedness 

• Manage info@ inbox for general inquiries to national network 

• Serve as lead representative for office relocation 

• Open to other duties as assigned 

IT COLLABORATION 

• Meet regularly with IT lead to ensure we are in compliance with IT policies and procedures 

• Working closely with the IT department to ship technology to new staff, as needed. 

• Collaborate with systems and IT staff to maintain inventory, audit equipment regularly to ensure it is working and replace items, as needed. 

• Perform basic IT troubleshooting, including password resets, new user set up and software issues. Support hardware issues in the LA office. 

• Support the Systems & IT staff with new computer purchasing and set up, as needed. 

NATIONAL DEPARTMENT SUPPORT 

• Assist in organizing network-wide convenings with President and the Executive Team. 

• Assisting the Finance and Development department with the processing of checks and deposits, and other projects as needed 

• Monthly credit card reconciliations and annual audit support upon request 

• Working closely with HR to convey any updates and relevant staffing changes and on network mailouts. 

Onboarding and touring of new staff to the office space and norms; along with HR, set up new employees with any items the person may need for the respective position.

• Working with the Director of HR to create and enforce office policies considered best practices for an equitable and inclusive work environment.

• Managing mailing of grant applications, reports, and tax acknowledgement letters as needed

• Assisting in locating updated addresses if a letter or package is returned to sender

• Assist in end-of-year appeal support, including shipment fulfillment

• Alongside Marketing, assist with evergreen merch organization and storage structure for national office

• Assigning parking permits to new staff members and parking termination of exiting staff.

• Administrative duties as assigned.

• Coordinate site visits for National Staff.

CREATIVE AND SPECIAL PROJECTS

• Using creative lens to initiate projects in the office and for National departments.

• Supporting with special event logistics, as assigned.

• Working with different staff members on special projects, as assigned.

• Setup all birthdays and special recognitions for team members

• Work with National Ops and HR for monthly office lunches.

• Special projects will include but not limited to: Charity Night, End of Year Campaign appeal letter mailing, annual winter and valentine’s mailings, values week,

• Manage Charity Watchdog Profile ratings and updates, including Charity Navigator, Candid (previously Guidestar), and Better Business Bureau

WHO SHOULD APPLY?

The Office Manager will embody ASAS’s core values: entrepreneurial, collaborative, transparent, accountable, and proactive. ASAS is looking for a motivated self-starter, in addition to the following:

• Minimum 3-5 years of experience with a non-profit or mission-based organization required.

• Ability to be discreet with sensitive information.

• Positive attitude, sense of humor, and maturity to set the overall tone for the office.

• Ideally looking for a position that offers longevity and continuity.

• Talent for handling multiple tasks at a time required.

• Strong organizational skills, with excellent attention to detail.

• Dependable, conscientious, and capable of managing multiple deadlines.

• A total team player, with a flexible and creative mindset.

• Knowledge of Microsoft Office required.

• Tech savvy, problem solver and a fast learner.

• Ability to work in office, 5 days a week, with reliable transportation available, required.

• Sit and stand for extended periods of the day with the ability to lift and carry up to 25 lbs.

• Minimum High School degree or GED equivalent required.

PAY RATE AND BENEFITS:

The salary for this position is $68,640-$70,000 per year, exact amount will be determined based on the qualifications and experience of the ideal candidate. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including but not limited to:

• Medical, with two tier options

• Dental, with two tier options

• Vision

• Employee Assistance Program

• Short-term and long-term disability options

• Life insurance

• Optional employee critical illness plan coverage

403 (b) plan, with employer match

• Substantial paid time off in the first 3 years with a progressive increase in years 4-5, and then again once you have been employed for over 5 years.

• Up to 25 paid holidays a year

• Discounted ticket program

ASAS is an equal opportunity employer and candidates of diverse backgrounds are encouraged to apply.

HOW TO APPLY FOR THE OFFICE MANAGER ROLE:

Please submit a resume and cover letter in PDF format via e-mail to Mary Sanchez-Alarcon, Vice President of Human Resources, National at: [email protected].

Please indicate “Office Manager – LA Office” and your last name in the subject of your email. Or click here: APPLY NOW

LEARN MORE ABOUT AFTER SCHOOL ALL-STARS:

To learn more about ASAS, please visit our website: www.afterschoolallstars.org.