What are the responsibilities and job description for the Office Manager position at Central New York Community Foundation?

Office Manager

TITLE : Office Manager

REPORTS TO : Human Resources & Operations Officer

STATUS : Regular, Full-time, Non-Exempt

POSITION DESCRIPTION SUMMARY : The Office Manager serves as the first point of contact for all callers and visitors of the Central New York Community Foundation, as well as oversees and coordinates operations of the CNY Philanthropy Center to serve its visitors and tenants. In addition, this position provides administrative support to both entities to optimize efficiency and professionalism, ensuring that the Community Foundation puts forth a professional and high-functioning face to internal and external constituents.

MAJOR RESPONSIBILITIES :

Philanthropy Center Operations :

As the first impression for visitors to the Philanthropy Center and the Community Foundation, the Office Manager is responsible for greeting all callers and visitors in a courteous, efficient manner, providing a professional and positive experience
Maintain familiarity with and enforce policies regarding room usage
Monitor cleanliness, functionality and professional appearance of the office space, CNYPC space and meeting rooms
Ensure the reception desk has appropriate coverage at all times
Maintain the Philanthropy Center calendar by using our reservation software and assist with room rental AV usage
Maintain security software to ensure that the facility is secure after hours
Support Human Resources & Operations Officer with any building related needs Handle billing for tenants and building room usage
Ensure CNYCF kitchens are stocked with supplies for staff as well as external meetings
set-up (to include providing beverages) and break down of events occurring throughout the building. Order kitchen supplies, run dishwashers, keep space clean, etc.

General Administrative Support :

Mail Management : Collect, sort and distribute all incoming mail including faxes to staff as addressed; process and expedite all outgoing mail including FedEx and other packages

Record, endorse and notify staff of checks received in the mail

Receive deliveries and notify appropriate staff of delivery

Maintain, purchase and restock office supply inventory

Provide administrative support to Community Foundation staff and departments, including triaging voicemails, meeting logistics, community engagement process, recruiting, event registrations, DocuSign administration and other related activities

Support preparation of periodic mailings to donors and other constituents and support fulfillment of other external communications efforts

Order food and set up / take down room for any executive / board meetings

Assist staff with meeting arrangements Provide other administrative, database, event and staff support to Community Foundation departments (including Human Services Leadership Council) as requested or assigned

General :

Work as a member of inter-departmental teams, as appropriate, to ensure the effective and efficient operations of the Foundation; perform other duties as assigned.

PREFERRED QUALIFICATIONS :

Deep interest in and commitment to philanthropy and the work of the Community Foundation, with a demonstrated commitment to the Central New York area, its people and their concerns Minimum of 3 years of related work experience required

Computer proficiency including knowledge of Microsoft Office, and a willingness to learn all appropriate Community Foundation software

Excellent analytical, organizational and communication skills both written and oral

Superior attention to detail

Ability to organize and prioritize work and manage multiple priorities simultaneously

Superior customer service skills to external and internal constituents. Excellent listening skills, follow through and problem-solving abilities

Excellent interpersonal, verbal and written communication skills

TIME REQUIREMENT

This is a full time non-exempt position requiring 37.5 hours per week plus occasional early and late hours for meetings onsite and offsite. Work hours are 8 : 30 a.m. to 4 : 30 p.m. with some flexibility. This is an in office based position.

BENEFITS

Salary range is $50,000 – $60,000. Employee benefits include individual health insurance, dental insurance, vision insurance, annual vacation and sick days, thirteen paid holidays, term life insurance, additional disability insurance, parking, 401(k) retirement savings program with employer contribution and match, optional flex spending accounts for medical or dependent care expenses and other benefits as outlined in the employee handbook.

HOW TO APPLY

Please send a letter of interest and resume to careers@cnycf.org. Applications will be accepted until the position is filled.

Salary : $50,000 - $60,000

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