What are the responsibilities and job description for the Administrative Office Manager position at Digital NEST?

Job Description

Full-Time : 100% FTE / 40 hours per week

Pay Rate : $26.92 - 29.61 per hour, non-exempt

Benefits Overview : Medical, vision, dental and life insurance, vacation and sick time off, paid federal holidays, and retirement plan (See full job description for more details).

Organization size : 50 employees

Reports to : Chief Administrative Officer

Location(s) : Headquarters Office in Watsonville, CA; This is an on-site position that will require local, work-related travel up to 2 times a week.

JOB OVERVIEW :

Digital NEST is a workforce development center that has welcomed thousands of youth from working-class, farmworker communities to develop the technical and professional skills they need to achieve their dreams. It is an exciting time for the NEST. We are focused on growth and expansion to five communities across The Monterey Bay (MBR) and San Joaquin Valley (SJVR) Regions in Northern California. Digital NEST has Centers in the heart of Watsonville, Salinas, Gilroy, Modesto and Stockton.

The Administrative Office Manager will perform duties for the Finance, Development and People Operations Departments to ensure efficient operations that support the organization’s growth over the next several years. This is a unique role that will be the liaison between three departments for efficient communication as the organization continues to grow.

RESPONSIBILITIES :

Revenue Support (60%)

Track revenue from receivables through various systems of record.
Report revenue daily to finance and development teams.
Follow up on payments from customers.
Make bank deposits.
Prepare acknowledgement letters for individual donors.
Run Salesforce reports to ensure data accuracy and to identify and remedy missing information.
Set up and maintain individual giving campaigns in Salesforce.
Set up and maintain Asana development task calendars.
Enter donor information, updates, and transactions in the donor database, including contact information, donations, pledges, payments, and deliverables.
Conduct donor prospect research :

Write donor / prospect profiles, volunteer profiles.

Update Salesforce with prospect research and share with the team.

Prepare collateral and logistics for stakeholders, visitors, and large groups and ensure that visitors have an exceptional experience when they visit the NEST :

Make sure staff are informed about visitors.

Prepare key staff for visitors by creating and bio sheets about each visitor and distributing sheets to key staff.

Plan follow-up with visitors.

Document information about the donor visit in the donor database.

Assist the development team with fundraising campaigns and events.

Organize and maintain the Development folder on a shared drive.

Administrative Office Support (40%)

Manage the day-to-day and ongoing HQ office logistics such as opening and closing procedures, maintaining cleanliness, and maintaining furniture and supplies.

Conduct monthly HQ office safety inspections and collaborate with the VP of Operations for adequate and timeline troubleshooting.

Act as the emergency lead in case of a natural disaster, workplace violence incident or any other incidents, accidents, or threats in the HQ office.

Prepare communications, such as emails, memos, invoices, reports and other correspondence, both internally to staff and externally to stakeholders.

Maintain an online and paper filing system.

Schedule and coordinate meetings.

Collect, sort and distribute / deliver mail and other products, which may require some travel to the UPS Store and regional Digital NEST centers.

Perform inventory assessment and maintain inventory of standard office supplies.

Maintain a positive office environment with appropriate office supplies, music and attitude.

Provide support to the Chief Administrative Officer, the People Operations Team and the Development Team in completing projects as needed.

QUALIFICATIONS :

At least 7 years of professional experience, similar to this role.

At least 3 years of management and / or supervisory experience.

Prior experience as an Assistant in an Administrative department.

Proficient in MS Office (MS Excel, MS Outlook and MS Word) and / or Google Suite.

Highly accurate data entry skills.

High degree of accuracy and attention to detail.

Ability to work efficiently, multitask, meet deadlines, and achieve goals.

Ability to prioritize quickly and professionally in response to requests from the Chief Administrative Officer, Development Team and People Ops Team.

Excellent interpersonal skills and ability to interact professionally with a wide range of people, including Digital NEST staff, colleagues, members, clients, and external organizations.

Excellent communication skills and exceptional follow-through.

PREFERRED-BUT-NOT-REQUIRED :

Experience with SalesForce (NPSP version) or other donor databases.

REQUIREMENTS :

Passion for the mission of Digital NEST and belief in upholding organization’s core values.

Understanding of and sensitivity to issues of culture / ethnicity / race, gender, sexual identity, class / socioeconomic status and immigration status.

Ability to be an ally to people of color, women and lesbian, gay, bisexual, transgender, queer, questioning and intersex individuals and their allies (LGBTQIA).

Participate in NEST evening and weekend programs and events on an occasional basis; facilitate youth involvement in these programs and events.

Candidates must have a valid CA driver's license, pass a background check, and be able to travel and work evenings or weekends occasionally, or as needed.

NOTE : The job offer will be contingent upon the successful completion and passing of a background check.

ABOUT OUR BENEFITS : We take a holistic approach to wellness, physical, emotional, and financial. Our comprehensive benefits package includes :

100% Agency Paid Medical, Dental, Vision, and Life Insurance for the employee

SIMPLE IRA Retirement Benefit with up to 2% employer match

10 Paid Vacation Days for Full-time Employees (non-Director and non-Chief positions)

13 Paid Holidays Annually Plus Business closure / holiday the week between Christmas Day and New Years Day

Paid Sick Time Off

Annual Parking Permit

Professional Development Opportunities

We understand that no candidate is perfectly qualified for any job. Experience comes in different forms; many skills are transferable, and passion goes a long way. Even more important than your resume is a clear demonstration of dedication, impact, and the ability to thrive in a fluid and collaborative environment. We want you to learn new things in this role and encourage you to apply if your experience is close to what we’re looking for. We also know that diversity of background and thought makes for better problem-solving and more creative thinking, so we're dedicated to adding new perspectives to the team. We look forward to hearing from you.

Digital NEST, Inc. is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Digital NEST is committed to an inclusive experience for all applicants and will endeavor to make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Please refer to our career page for more information on how to apply for reasonable accommodations.

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Salary : $27 - $30

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