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OFFICE MANAGER
Hearth Connection
Posted Aug. 12, 2008
Hearth Connection seeks someone to join
our team who wants to end homelessness.
Hearth Connection is an innovative nonprofit working to
end homelessness. We work
collaboratively with government, service providers,
foundations, housing organizations, and the
people who have experienced homelessness and obtain housing
as a result of Hearth Connection’s work.
Position description:
The Office Manager is a member
of the Finance and Administration team reporting to the
Director of Finance and Administration. S/he manages
administrative and support functions for
Hearth Connection.
Principal responsibilities:
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Provide timely and accurate
administrative support to all staff, including producing written documents,
filing and maintaining the filing system, recording board of directors’
meeting minutes, monthly board mailings, photocopying, faxing, and
processing all mail.
-
Provide logistical support for
meetings inside and outside the office, including finding meeting venues,
ordering refreshments and assisting staff with meeting materials and travel
arrangements. Also assist staff with conference registrations and travel in-
and out-of-state.
-
Contract administration
including maintenance of up-to-date database with key information about all
contracts, file review of contracts for adherence to terms, and maintenance
of electronic and hardcopy files of all contracts.
-
Manage vendor relationships
including office space lease, annual insurance renewals, vendor selection,
placing orders, and handling service calls.
-
Manage the office space and
equipment needs of the organization including maintaining all office
equipment, managing relationships with utilities and having primary
responsibility for common areas.
-
Manage employee benefits and
benefit vendors by providing orientation, distributing and collecting needed
information and serving as the benefits coordinator for the organization.
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Maintain personnel records and
documentation needed to meet employee benefit requirements.
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Maintain the website and update the basic content,
communicating with our web consultant as needed.
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Staff front desk reception area,
answer and direct telephone calls as needed.
-
Other duties as assigned.
Each year the Office Manager, in consultation with the Director
of Finance and Administration, will set specific goals to carry out these
responsibilities.
Minimum qualifications:
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Excellent organizational and
oral and written communications skills.
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Strong customer service skills
and orientation.
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Four years of office management
experience, including human resources, facilities management, contract
administration and vendor management.
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Ability to manage projects
independently and effectively prioritize multiple tasks.
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Strong computer skills and
experience with Windows-based applications including Microsoft Outlook, Word
and Excel. Prefer experience with Microsoft PowerPoint and Access or similar
programs.
-
Eagerness and ability to be
proactive and demonstrate grace under pressure.
-
Strong influencing skills both
within and outside the organization. Ability to drive consensus.
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Ability to contribute to the
team approach of the organization. Ability to support the contributions of
other members of the team.
-
Ability to maintain
confidentiality of sensitive materials and information.
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Car and valid driver’s license
preferred.
-
Experience with nonprofits
preferred.
The knowledge base and expertise required for this position may
be acquired by a combination of education and work experience.
To apply, send
resume to:
Karen Johnsen
karen@hearthconnection.org
Hearth Connection
2446 University Avenue, Suite 150
St. Paul, MN 55114
Hearth Connection
is committed to a policy of equal treatment and opportunity in every aspect of
its relations with staff members and prospective employees and will not
discriminate against applicants for employment because of race, creed, color,
national origin, age, disability, marital status, sex or sexual orientation.
Hearth Connection is also committed to a policy of affirmative action in the
hiring of staff and encourages applicants representative of the culturally and
ethnically diverse communities Hearth Connection serves.
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