Office Manger

Job Title: Office Manger (Part-Time)

Department: Operations

Reports to: Operations Director  

Effective Date: June 1, 2025

FLSA Status: Non-Exempt

Supervisor: No


Job Summary:

The Office Manager position is an administrative role that supports operations and development of the organization. The Office Manager will work in an environment with integrated business solutions where flexibility, timeliness, reliability, and collaboration are essential.

The hours are part-time, on-site, from 8:15 AM to 4 PM Mon/Tues/Wed/Fri. 


Responsibilities:

Administrative-

  • Answer phone and respond to questions or route messages to appropriate staff members.

  • Receive and respond to website inquiries.

  • Open mail and direct to appropriate staff.

  • Receive new volunteer applications and communicate with and onboard volunteers in a timely manner.

  • Ensure copiers are maintained and fully operational, getting vendor support if needed.

  • Ensure facility security cameras are fully charged.

  • Assist with HR duties including staff/benefit data entry.

  • Coordinate monthly all-staff meetings and work with leadership on agendas and meeting reminders; and take minutes at all-staff meetings.

  • Coordinate and facilitate refreshments for board meetings, staff trainings, staff birthdays and other events.

  • Support Development Department with data entry and other tasks for fundraising events and communications.

  • Support Grants Department with gathering information for grant writing and reporting.

  • Assist in preparing Board Meeting materials and distributing to members.

  • Assist in contract development and agreements.

  • Assist with other duties as assigned to efficiently carry out the mission of the organization. 

Accounting-

  • Inventory and order supplies and log all purchases to ensure items are delivered (including occasional physical pick up of supplies).

  • Submit purchase/expense receipts and organize electronically in a timely manner.

  • Communicate and collaborate with team members to ensure internal accounting records are up to date, accurate, and complete.

  • Receive and maintain records of individual and business donations and generate tailored appreciation letters.

  • Assist auditors with document requests.


Required Skills/Abilities: 

  • Self-starter and able to work independently with minimal supervision.

  • Strong verbal and written communication skills, with the ability to build and maintain relationships with stakeholders at all levels.

  • Demonstrated ability to work collaboratively and effectively with diverse groups of people.

  • Ability to set appropriate boundaries and maintain a calm demeanor.

  • Intermediate level knowledge of Google & Microsoft products, including working knowledge of Microsoft Excel and ability to quickly learn new system programs. 

  • Must understand the relationship of financial statements to business operations and take a proactive role in developing processes/controls/systems.

Education and Experience:

  • Bachelor's or Associate's degree in a related field or 2 to 3 years office administrative experience.

Preferred Education and Experience:

  • Prior experience in non-profit sector

Work Environment: Office and Homeless Shelter

Physical Requirements: 

  • Work on a computer sitting at a desk, walk to various work areas, and use the stairs.

  • Work in an environment where there may be animals present, including dogs.

  • Ability to occasionally push, pull, lift and/or carry supplies up to 25 pounds

Travel Required: No but must have own transportation to/from work.

Up for Women and Children is an Equal Opportunity Employer.  We are committed to creating a diverse and inclusive workforce, and we do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or other legally protected characteristics.