Posted on December 18, 2012

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Office Manager

The Office Manager provides support to Techbridge across its programs and the organization’s operations as a whole. This position reports to the Chief Operating Officer but will work with staff across Techbridge programs, including the Executive Director. The Office Manager must be a self-starter who is organized, detail-oriented, and responsible and can manage multiple tasks while meeting deadlines. Responsibilities include:

Programs support

• Compile and enter data; ensure collection, copying/scanning, filing and sending of forms and surveys
• Update and maintain Salesforce database such as students, alumnae, partners, and participants
• Order materials and supplies for programs; organize and maintain inventories and re-order as needed
• Compile data on programs such as demographics, school transfer data, and household income
• Prepare mailings for families and students

Meetings support

• Assist with scheduling meetings and logistics for event planning. Organize food and refreshment orders and delivery
• Coordinate team meeting calendar and take action items at team meetings
• Organize webinars, video conferences and other online meetings as needed
• Prepare materials and information packets for meetings and conferences
• Provide support for board meetings

Development and Communications support

• Ensure website is updated and maintained; develop and distribute e-newsletters (e.g., Vertical Response)
• Coordinate newsletter process and work with staff, graphic designer and printer
• Oversee distribution of newsletters to families, role models, partners and others
• Maintain and track donor database
• Write and send acknowledgement letters to funders

Finance/Operations support

• Manage payment request process; create invoices for schools and other customers. Print and mail checks to vendors
• Liaise with accountant to provide documentation for financial reporting
• For curriculum and other product sales, respond to inquiries and process payments
• Provide support for benefits, insurance and other HR-related areas
• Assist with onboarding of new hires and offboarding of departing employees
• Collect timesheets and ensure paid time off tracking is accurately reflected

Office maintenance

• Serve as general phone, email and reception contact for office, responding to inquiries and ensuring quality customer service
• Assume a proactive role in increasing the efficiency and organization of the office
• Responsible for keeping office organized and clean
• Maintain and purchase office supplies as needed
• Proactively develop systems to maintain data, information, filing, organization and communication materials
• Oversee maintenance of printers, fax machine, mail meter, phones, scanner and other technology equipment
• Distribute daily mail

Support the ED and COO on general administrative tasks

• Prepare drafts of documents, including correspondence, reports and other materials that may be sensitive, complex and technical

Desired Qualifications:

• At least 5-7 years of experience working in administration or related field
• Excellent organizational skills
• Ability to work accurately and with attention to detail
• Strong communication skills (verbal and written) and interpersonal skills
• Strong customer service orientation
• Ability to build internal and external relationships in order to achieve results
• Excellent time management skills; ability to manage multiple tasks simultaneously and meet deadlines
• Must be resourceful, self-motivated, creative, and flexible
• Strong personal responsibility; takes ownership for quality work
• Impeccable integrity and discretion
• Ability to use sound judgment to prioritize actions and make informed and timely decisions
• Must be proficient in Microsoft Word, Excel, and PowerPoint; familiarity with Quickbooks Salesforce preferred
• Capable of learning new programs quickly
• Bachelor’s degree required

Application Instructions

Please email cover letter and resume with the subject “Office Manager” to jobs@techbridgegirls.org.