Office Manager

Job Summary:

The Literacy Alliance Office Manager is primarily responsible for a variety of office and administrative functions for the organization including office services and support, space management, scheduling, and organization. This role also ensures physical and electronic file organization and security and provides administrative support in maintaining student records, financials, and equipment or materials inventory. Ensures that all official Organization records are maintained, secured and retrievable. Scheduling and facility management duties will include directing instructors and volunteer tutors on room assignments, location of materials, and direction on educational and office technology.

Essential Duties and Responsibilities:

• Manages the daily operations of the organization’s physical space.
• Support maintenance of a clean and well organized office environment.
• Coordinate onsite activity of instructors and volunteers to effectively utilize instructional space and resources.
• Ensure instructors and tutors are in designated instructional spaces at the appropriate time.
• Ensure instructors and tutors are trained on office and instructional technology, location of materials, and provide support for identifying additional materials or resources needed for the class or tutoring rooms.
• Monitor activity taking place in instructional spaces to ensure appropriate usage.
• Manage the recruiting and onboarding human resource functions such as job postings, recruitment, hiring, training, and placement of information in relevant systems such as payroll, email, and office software.
• Ensures that all legal corporate documents necessary to doing business are complete, filed appropriately and maintained.
• Maintain Board of Directors documents and files.
• Identifies and interacts with vendors and service providers to secure, furnish, set-up, maintain and organize space as necessary including furnishings, electronics, and supplies.
• Maintains all official service agreements and documents related to office space, office equipment and/or office services.
• Coordinates all of the organization’s events including team meetings, employee recognition, board meetings and travel arrangements.
• Maintains employee records related to human resources, benefits and payroll.
• Develops and maintains disaster recovery plan as it relates to employee and corporate records, payroll and employee contact.
• Implements and evaluates systems for improvement as needed.
• Performs support functions required for office, including phone coverage.
• Creates and maintains all office organizational systems.
• Organizes and expands office reference library.
• Coordinates and manages CEO and COO’s calendar, e.g. appts, travel, meeting schedule, etc.
• Creates presentations as needed for new and existing initiatives and projects.

Qualifications

• Experience with office management, preferably in a non-profit environment
• Must have competency in advanced digital environments that make extensive use of Google Workspace, online databases, virtual file storage, and teleconferencing technology.
• Excellent oral and written communication skills; detail-oriented, good interpersonal skills, and able to manage multiple tasks/deadlines at once.
• Ability to conduct training sessions and presentations to small groups.
• Ability to work independently and proactively with minimal supervision.
• Competency and affinity for use of Google Workspace productivity suite.
• Have reliable transportation and pass pass a background check.

Compensation and Benefits

• Starting pay of $42,000 per year with opportunity for advancement based on performance.
• Equivalent of 2% of pay placed in retirement account by the Literacy Alliance.
• Health benefits.
• Professional development opportunities.
• Free parking.