The Community Agroecology Network (CAN) seeks an experienced Office Manager who will ensure that CAN’s infrastructure and systems effectively support staff and partners both programmatically and in relation to the organization’s fund development efforts. The Office Manager ensures that CAN’s infrastructure and systems effectively support staff and partners both program wise and in relation to the organization’s fund development efforts. Under the direction and supervision of the Executive Director, the Office Manager provides planning and ongoing implementation of the organization’s operational systems as detailed in this job description. This position has the authority to enter contractual agreements on behalf of CAN, to purchase office equipment and supplies.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Supervise purchasing and ordering system. Approves all office supplies and furniture, equipment and computer purchases. Assures that all expenditures are cost effective and are within CAN’s budget, including computer supplies, postal services, and equipment rental agreements, etc.
- Maintains office workflow by identifying systems that support CAN as a whole (e.g. designing filing systems, information sharing, technology, etc.).
- Mailing system and procedures for all incoming and outgoing mail
- Provides historical reference by defining procedures for retention and disposal of office records.
- Maintains organizational efficiency by planning and implementing office systems, layouts and equipment procurements for CAN.
- Designs and implements office policies by establishing standards and procedures, measuring results against standards and making adjustments as necessary. Office procedures to be developed with the assistance and directives of the Executive Director and staff.
- Primary contact for general agency business, accounting services, liability insurance and workers’ compensation.
- Responsible for on-site administrative office security including staff/public access to administrative/financial information.
- Recruits volunteers to support office operations as needed. Provides training and ongoing support to volunteers.
- Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, etc.
- Ongoing assessment of agency operational systems.
- Coordination of and participation of weekly staff meeting. Responsible for notifying staff of any changes in procedures and office systems.
- Schedule use and maintenance of office space for university partners, students and staff.
- Responsible for managing various organizational processes as the need arises.
ADMINISTRATION AND PROGRAM SUPPORT
- Coordinates travel, lodging and meals for CAN staff and partner organizations as needed.
- Works collaboratively and coordinates the efforts of multiple stakeholders including program staff and external consultants.
- Works with staff and bookkeeper to process donations, deposits, invoices, bills and bank transfers.
- Responsible for opening, prioritizing and directing administrative mail
- Manage and maintain CAN general calendar for major organizational activities; keeps schedules relating to internal meetings, and coordinates appointments with Executive Director
- Maintains Executive Director informed of incoming email/phone messages and mail on a daily basis. Analyzes messages and informs ED of required action
- Weekly debriefing with Executive Director and timely reminders to ensure pending projects are dealt with on a timely basis and assist in their completion
- Assist ED with correspondence (e.g. makes phone calls, respond to emails, and type letters and files paperwork).
- Check-in with ED at a specified time in the beginning and end of the day
- Set appointments for ED and gather materials for meetings.
- Maintains a database with key contact information
HUMAN RESOURCES SUPPORT
- Designs orientation for new employees, sets up new employees on benefit programs and designs relevant forms and information for new hires
- Conducts orientation of new hires to policies and procedures
- Collects employee timesheets and communicates hours to Bookkeeper
- Writes and distributes memos and informational materials to staff regarding benefits, administrative/employee files and required documents.
- Primary contact for Workmen’s Compensation Insurance claims and processing medical and other employee benefits programs
FUND RAISING SUPPORT
Under the supervision of the Development and Communications Director, the Operations Manager is responsible for:
- Donor database management
- Supports fundraising events/activities
- Tracks donations received and thanks all donors (including in-kind donations)
- Maintains a calendar for grant application and program report deadlines
BOARD OF DIRECTORS MEETING SUPPORT
- In conversation with the Executive Director, prepares Board packets (e.g. agenda, attachments, and minutes). Distributes Board packets.
- Records minutes of board conference calls, takes action on follow-up steps
- Maintains Board documents (e.g. Board roster) and archives Board and corporate documents.
- Analyzes technology needs and coordinates implementation of equipment policies and use
- Troubleshoots technology problems, trains staff on equipment use and acts as primary contact for technology.
OTHER DUTIES AS NEEDED
Education and Experience
3-5 years of administrative and operations management experience, preferably at a nonprofit organization. Demonstrated commitment to social justice, racial, gender, and class equity. Willingness to learn how social justice and food systems change is practiced by and with partners in CAN’s network. The following skills are also required:
- An advanced degree such as a B.A., training or certification.
- At least 5 years’ experience in operations management, including supervision of personnel, in a demanding fast paced office environment.
- Familiarity and comfort with technology.
- Knowledge of office procedures and systems.
- Proven leadership and ability to work independently, manage multiple projects and timelines.
- Able to maintain confidentiality.
- Demonstrated respect of, and ability to work with, all people regardless of race, ethnicity, gender, socioeconomic background, culture, religion, sexual orientation, gender identity and disability
Language Skills: Excellent English communication and writing skills. Spanish language skills preferred.
- Excellent organizational skills
- Ability to successfully manage several ongoing projects simultaneously.
- Ability to complete projects on a timely basis
- Ability to work independently and to organize systems and processes in an efficient manner and to teach/train staff to work in those systems for greater organizational efficiency.
- Ability to analyze work product, prioritize and multitask.
Community Agroecology Network
Why Work Here?CAN, a non-profit organization, is an international network working towards agro ecology and food sovereignty.
Social justice nonprofit organization with an awesome mission. Small office team.
Santa Cruz, CA