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Office Manager

Techbridge | Oakland CA 94621 USA | Full Time | Posted: 11/30/2012

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Office Manager


Techbridge (www.techbridgegirls.org) is a nonprofit organization that provides innovative programs to empower girls to realize their dreams through science, technology and engineering. Building on 12 years of experience, Techbridge operates 16 after-school programs and has served over 3,500 girls to date in its local programs; offers curriculum and trainings to Girl Scout councils around the country through the Girls Go Techbridge partnership; and provides trainings and resources for families, role models, school districts and partners. The success of Techbridge has led to recent major grants to expand regionally and nationally

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

This is a full-time position; vacation, health, 403(b) retirement plan, and other benefits included. This position will remain open until filled, and is available immediately.

Job requires a background check.

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

We are an Affirmative Action/Equal Opportunity Employer regardless of race, sex, age, marital status, color, national origin, religion, disability, veteran's status, or sexual orientation

Job Detailstop

Location Oakland, CA, 94621, United States
Categories Education
Function Administration
Experience Years 5 yrs
Visa Sponsorship Do not sponsor.
Pref Degree Bachelors

Location Maptop

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How to apply Applications are no longer accepted for this job posting.
Job Code Office Manager