Office Manager
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Job Description
Operations Manager
Non-profit organization providing urban planning to underserved communities seeks an organized individual to implement human resources processes as well as oversee many aspects of the organizations operations and office procedures at our Baltimore City office with occasional travel to our Prince George s County office.The successful candidate may opt to be based in either the Baltimore or Hyattsville (Pince George s County) office. The candidate will work in a fast-paced, collaborative, interdisciplinary environment with landscape architects, urban planners, architects, foresters, artists and social designers, all committed to social justice.
What you ll do
You will support passionate team members of varied design backgrounds. The position is immediately supervised by the Enterprise Development Director; however, tasks include collaboration with all members of the Executive & Finance Team, which is composed of the Executive Director, Deputy Director, Bookkeeper, and Enterprise Development Director.
This position includes responsibilities including: oversight of human resources tasks, office management, technology systems oversight and management, and support of the accounting department. All four areas require report preparation, clear and timely communications, and attention to detail.
Human Resources Support
- Benefits management - health insurance, 403(b)
- Org insurance policies - review annually and renew as appropriate
- Order certificates of insurance
- Annual reviews - prepare, track, upload upon completion - support supervisors in preparation phase as needed
- Maintain and update human resources platform for the organization and each employee using a digital platform
- Maintain employee time and paid time off tracking systems
- Participate in building team culture- organize celebrations for and alert the team regarding work anniversaries, career achievements, and other events
- Onboarding and offboarding - legal paperwork as well as familiarizing new staff with organizational procedures
Office Management
- Supplies inventory/ordering (pens, paper, etc.)
- Inventory and as needed order new furniture
- Manage cleaning services
- Assign and maintain inventory of keys/key fabs for both offices
- Maintain and update the organization s administrative files (paper and electronic)
- Build positive relationships with NDC partners and team members
- Additional duties as assigned
Accounting & Finance & Governance
- File documents
- Prepare documentation for invoicing
- Prepare and track consultant agreements in support of program staff
- Review/approve expenses and timesheets up to 2 times/month
- Submit other legal paperwork (e.g. nonprofit registration with the state)
- Update and maintaining org chart & board list
Experience we re seeking
- Associates or Bachelor s Degree in a relevant field (may substitute experience)
- 5+ years of administrative, operational experience in a nonprofit or comparable experience
- Comfortable and proficient with technology (computers, phones, Microsoft Suite, Google Suite, and various cloud-based software)
- Excellent communicator and relationship builder who possesses the ability to respond to and prioritize information and tasks quickly and work efficiently, bringing tasks to completion
- Must be organized and work well in a team environment with outstanding attention to detail and organization
- Ability to process and track complex information and to systematize processes
- Critical thinker and problem solver who is able to adapt quickly
- Independent, self-motivated, and self-aware who knows when to ask for feedback and input
- Demonstrated ability and commitment to applying an anti-oppression lens to administrative work
- Have an interest in Baltimore City and Prince George s County culture and neighborhoods
- Have a strong personal commitment to community health, design, and social justice
- Be aware and supportive of aesthetic considerations associated with a design center
- Have a sense of humor and enjoy working not only as a self-starter but as part of a team; a natural cheerleader
- Have the ability and want to work flexible hours, this position might work well with an individual coming back to work after some time off or who has other employment/school/family responsibilities
- Perform other tasks as identified by the Executive Team
You will work in an open office environment. Extra care and consideration are required to ensure that the open office is a productive place for all team members. As this is a small nonprofit work environment, tasks are varied. A flexible mindset and willingness to pitch in are highly valued.
Requirements
- Associates or Bachelor s Degree in a relevant field (may substitute experience)
- 5+ years of administrative, operational experience in a nonprofit or comparable experience
- Comfortable and proficient with technology (computers, phones, Microsoft Suite, Google Suite, and various cloud-based software)
- Ability to work 30 - 40 hours per week
- Excellent communicator and relationship builder who possesses the ability to respond to and prioritize information and tasks quickly and work efficiently, bringing tasks to completion
- Must be organized and work well in a team environment with outstanding attention to detail and organization
- Ability to process and track complex information and to systematize processes
- Critical thinker and problem solver who is able to adapt quickly
- Independent, self-motivated, and self-aware who knows when to ask for feedback and input
- Demonstrated ability and commitment to applying an anti-oppression lens to administrative work
- Have an interest in Baltimore City and Prince George s County culture and neighborhoods
- Have a strong personal commitment to community health, design, and social justice
- Be aware and supportive of aesthetic considerations associated with a design center
- Have a sense of humor and enjoy working not only as a self-starter but as part of a team; a natural cheerleader
- Have the ability and want to work flexible hours, this position might work well with an individual coming back to work after some time off or who has other employment/school/family responsibilities
- Perform other tasks as identified by the Executive Team
Associates or Bachelor s Degree in a relevant field (may substitute experience) 5+ years of administrative, operational experience in a nonprofit or comparable experience Comfortable and proficient with technology (computers, phones, Microsoft Suite, Google Suite, and various cloud-based software) Ability to work 30 - 40 hours per week Excellent communicator and relationship builder who possesses the ability to respond to and prioritize information and tasks quickly and work efficiently, bringing tasks to completion Must be organized and work well in a team environment with outstanding attention to detail and organization Ability to process and track complex information and to systematize processes Critical thinker and problem solver who is able to adapt quickly Independent, self-motivated, and self-aware who knows when to ask for feedback and input Demonstrated ability and commitment to applying an anti-oppression lens to administrative work Have an interest in Baltimore City and Prince George s County culture and neighborhoods Have a strong personal commitment to community health, design, and social justice Be aware and supportive of aesthetic considerations associated with a design center Have a sense of humor and enjoy working not only as a self-starter but as part of a team; a natural cheerleader Have the ability and want to work flexible hours, this position might work well with an individual coming back to work after some time off or who has other employment/school/family responsibilities Perform other tasks as identified by the Executive Team
Employment Type
Full Time
