Position Description – Office Manager

Company Description

The Chesterfield Education Foundation is a non-profit organization founded in 1989 by community and business leaders to provide private financial support to advance student achievement in Chesterfield County Public Schools. The Foundation funds innovative classroom grants, teacher recognition and enrichment programs, student scholarships, literacy programs and special events including the Bravo! Awards which celebrates outstanding alumni of Chesterfield County Public Schools. CEF aligns its mission and activities to support the goals and priorities of the Chesterfield County Public Schools 'Imagine Tomorrow' plan.

Reporting to the Executive Director, the Office Manager is responsible for providing administrative and financial support to the organization, which includes vendor management, accounts payables and receivables, programs, technology management, and human resources support.

Job Description

Administrative Support 30%

• Supervise daily office operations, including coordinating meetings, and overseeing administrative tasks to ensure efficiency.
• Serves as the office expert and manager on systems and resources, and as the point person for CEF's technology providers.
• Ensures that all office equipment is fully functioning, and all necessary supplies are available; serves as the main point of contact and troubleshooter to staff for all systems issues.
• Manages vendors for all necessary supplies, services, and materials for the office; researches and negotiates with vendors and suppliers to ensure prudent use of resources.
• Responsible for collection and distribution of mail to appropriate staff members.
• Answers telephone calls and emails from internal and external customers and directs them to relevant staff.
• Facilitates conference room reservations and room set-up. Ensures recording equipment is set-up and functioning.
• Documents and manages administrative procedures.
• Supports all staff members with logistics and administrative help as necessary, including events, scheduling, and materials.
• Supports CEF board and committee members with administrative support as needed. Acts as Recording Secretary for board meetings.
• Creates annual calendars for events, board meetings, and other areas in collaboration with Development Manager and Program Manager.
• Supports the general HR functions of the organization.
• Assists in communicating with the school system and other partner organizations.
• Other administrative duties as necessary.

Finance 45%

• Ensures received funds are processed in accordance with policies and procedures.
• Prepares payables for processing and approval by the Executive Director and board Treasurer when applicable.
• Ensures all accounts are paid in a timely manner twice a month.
• Manages and reconciles organizational credit cards.
• Ensures prompt deposits of receipts in accordance with finance policy.
• Partners with the accountant and board treasurer on reconciliations, reports, and other financial administrative support as needed.

Program and Communications Support 10%

• In partnership with the Executive Director and the program committee, support the delivery of grant awards, student scholarships, special events and other Foundation programs.
• Manages vendors for the production of print materials and organizational collateral.
• Assists in creating presentations or slideshows as needed.

Fundraising and Development 15%

• Support the planning, coordination, and execution of fundraising events such as Bravo Awards, Wine Tasting, etc.
• Supports the development manager with donor acknowledgement letters and tax receipts
• Manage the donor database to ensure records are up to date and the system is optimized.
• Ensure donor records and all office files are always secure.

Other duties may be assigned.

Qualifications

• Minimum of three years of experience in an executive support role or office management preferably within the non-profit sector.
• Knowledge of QuickBooks online accounting software with general understanding of budget and accounting processes.
• Strong technology skills required, including experience with databases and ability to learn new systems quickly.

Skills

• Excellent leadership and people management skills
• Strong communication and interpersonal skills with the ability to interact with all levels of staff, partners, and the community
• Extremely organized with exceptional attention to detail and ability to coordinate numerous responsibilities and deadlines at once in a fast-paced environment
• Presents information concisely and effectively, both verbally and in writing
• Works well independently or in a team setting
• Takes initiative in finding solutions to problems
• Exercises judgment and discretion in handling sensitive and confidential issues
• Bilingual (Spanish) or conversational fluency strongly preferred

The Chesterfield Education Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.