Position title: Office manager
Job summary: The Office Manager provides high-level administratice support and assistance to the Executive Director and staff in a fast-paced environment. The Office Manager will have direct contact with the Board and Committee members, staff, donors, government officials, clients, vendors, and the general public, preparing and distributing agency materials as assigned. The Office Manager will assist with all Board and Committee meetings and help to coordinate all materials, agendas, and minutes as needed. The Office Manager requires a high-level, independent judgement to plan, prioritize, and organize the office workload, prepare non-routine correspondence, and handle highly confidential and sensitive information. The Office Manager oversees the operations and running of the office.
Responsibilities: The following responsibilities represent the essential functions of the position. An employee in the classification is responsible for carrying out all of the following functions:
- Support the work of the Executive Director (ED).
- Manage external contacts for ED, proactively understanding what they are, which are priority contacts and keep track of periodic communication needed for priority contacts.
- Effectively manage contacts and relationships with Board members, board meeting logistics, and act as a first point of contact for Board member quiries.
- Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Handle confidential information in a professional and discreet manner.
- Ensure various administrative tasks are done in an effecitve and efficient manner, including but not limited to; copying, scanning, reviewing outside mail, drafting correspondence, ordering office supplies, assisting with managing donations, screening phone calls when requested, and maintaining executive files as needed.
- Work independently and within a team on special, non-recurring and ongoing projects. Acr as a project manager for special projects at the request of the Executive Director, which may include: planning and coordinating multiple presentations, disseminating information, and organizing events.
- Manage and update various online accounts for WRC.
- Support fundraising/development activities, including, but not limited to: accurately entering donations into the donor database, processing thank you letters, coordinating donor appeals, supporting donor cultivation and stewardship, supporting grant proposals and reporting submissions, and supporting specials events as needed.
- Support communications and public relations activities, including, but not limited to: coordinating the development of e-newsletters and other communications, drafting press releases, supporting social media communications as needed.
- Drive own vehicle to meetings and other venues, as required; document and report all mileage according to agency procedures; comply with agency vehicle policy at all times.
- Complete and submit accurate timesheets to the Finance Manager for payroll purposes.
- Actively nurture and advance the cooperative, harmonious, and teamwork-oriented environment WRC strives to promote within the workplace, and promote an atmosphere of dignity and respect in line with the organization's mission, philosophy, policies, and procedures.
- Perform other related duties, responsibilities and special projects as assigned.
Qualifications: Previous experience working in a non-profit, specifically in a community-based, behavioral health organization, is highly desired. Minimum three years' experience providing direct administrative support is preferred.
- Must be passionate about WRC's mission and believe in social justice.
- Excellent oral and written communication skills, including ability to write a variety of materials to different audiences. Experience working with board members, handling board relations and coordinating board meetings preferred.
- Excellent time management skills, with the proven ability to continuosly manage multiple tasks and deadlines simultaneously.
- Must have excellent computer skills, including extensive work with Microsoft 360 (Word, Excel, Publisher, etc.). Experience with social media web lpatforms, and software applications including Photoshop, Illustrator, and InDesign is highly preferred.
- Problem solving; identifies and resolves problems in a timely manner, and gathers and analyzes information skillfully.
- Client service; manages difficult client situations, responds promptly to client needs and solicits feedback to improve service.
- Quality management; looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
- Planning/organizing; prioritizes plans and work activities, uses time efficiently and develops realistic action plans.
- Adaptability; adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays, or unexpected events.
- Dependibility; is consistently at work on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
- Safety and security; the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
- Must be a dynamic self-starter with demonstrated ability to work independently on special projects.
- Must be detail-oriented, and enjoy being with people.
- Must be able to lift 40 pounds.
Compensation and benefits: Salary range is $38-45K, commensurate with qualifications and experience. In addition to our competitive pay structure, WRC offers a benefits package, including Medical, Dental, Simple IRA, and generous Paid Vacation and Sick Time accrual plans.
To apply: Interested candidates should send a cover letter and resume to email@example.com by Friday, December 11, 2020, at 5 p.m. EST. Please note: resumes will be reviewed on a rolling basis.
The Women's Resource Center is an Equal Opportunity Employer. The organization does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, disability, age, country of ancestral origin, or veteran status.
About WRC: Since 1977, WRC has been a listening ear, a helping hand and, in some cases, a lifeline to individuals experiencing domestic violence. Its community-based work has helped women, men, children and families achieve physical, mental, emotional and financial safety.
Now, over 40 years later, with an annual operating budget of over $2 million, a staff of 27 and an active ten-member board of directors, WRC provides a comprehensive array of advocacy, support, shelter and housing, information, referral and follow-up services to survivors of domestic violence and persons at-risk for domestic violence. Specifically, WRC operates the following programs and initiatives:
- 24-hour helpline
- Shelter serving up to 13 adults and children
- Transitional housing program with 10 apartments in three East Bay communities (Bristol, Tiverton and Warren)
- Drop-in center
- Court advocacy program
- Family Violence Option Advocacy Program for clients of the Rhode Island Department of Human Services
- Law enforcement advocacy program
- The Newport Health Equity Zone (HEZ)
- Counseling program with licensed practitioners providing individual services
- Support groups
Of particular note, WRC is among a small cohort of organizations nationally that are engaging in health equity work as a domestic violence prevention strategy. We are recognized leaders in the development of this work, and have been invited to present at the Centers for Disease Control and Prevention. Our team has had the privilege of training domestic violence program staff members in other states as they begin to adopt evidence-informed prevention practice.
WRC operates from three principal locations: Downtown Newport, at 114 Touro St., in Warren, at 624 Main St. and at the Florence Gray Center, in Newport’s North End, where our prevention team is housed.