Part-Time Office Manager

THE ORGANIZATION

College Forward, an Austin, Texas based college access and college completion program, was established in 2003 with a single goal: a bachelor’s degree for every student. We provide intensive mentoring for low-income and first-generation students whose education, without our services, would most likely end soon after high school. From an inaugural class of 30, by fall 2014 we will serve 4,600 students at 16 high schools and more than 120 colleges across the nation.

 

THE POSITION

For the position of Office Manager, College Forward seeks a self-motivated individual with strong interpersonal and organizational skills to oversee daily office operations, assist with event planning, purchasing, and maintaining relationships with organizational vendors while also assisting the Program, Development, and Operations Departments as needed. Candidates should demonstrate professionalism, the ability to effectively prioritize and multi-task, and the ability to produce high-quality work. This position requires a proven ability to plan individual work goals in order to fulfill assignments in a timely manner, the ability to closely monitor progress towards these goals, and the ability to take appropriate remedial action when necessary. English/Spanish bilingualism and experience with nonprofit organizations are strongly preferred. Applicants should possess a sincere interest in empowering youth and a passion for higher education.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Oversee general office administration functions including answering telephones, printing, routing incoming and outgoing mail, filing, faxing, and maintenance and revision of organizational documentation

 

  • Positively greet and direct all office visitors

 

  • Handle community inquires and connect individuals to appropriate personnel or resources within the organization, providing English/Spanish bilingual assistance as needed

 

  • Enforce cleanliness, organization, and functionality of our facilities

 

  • Act as primary contact for all building maintenance

 

  • Maintain office supply inventory, purchasing office supplies as needed

 

  • Manage the organization’s purchasing, pickup, and/or delivery; serve as primary contact for vendors; and monitor or manage inventory

 

  • Assist staff with general logistics (e.g. venue/reservations, materials, meals, technology, RSVPs, minute taking, etc.) for both onsite and offsite events, including AmeriCorps member trainings, fundraising events, management team meetings and retreats, and Board of Director meetings.  Assist with programmatic event coordination as needed such as AmeriCorps recruitment, Parent Programming, Practice ACTs, and “Surprise and Delight” events

 

  • Attend monthly operations meeting in order to maintain an update organizational wide calendar, facilitate communications between Houston and Austin sites disseminate OneStar objectives, and communicate any on-going program or operational issues

 

  • Maintain regularly updated inventory list of all IT hardware, including desktops, laptops, and other computing equipment

 

  • Act as liaison between staff and IT consulting firm to troubleshoot or escalate hardware and software issues

 

  • Maintain internal email listservs

 

  • Submit regular reports including but not limited to expense reports, debit card reports, and bi-weekly timesheets

 

ANCILLARY FUNCTIONS

  • Assist with maintaining and updating the organization’s physical and electronic archives, including position manuals, event materials, client records, and photography/media/video for long-term sustainability, as needed.

 

  • Plan office and team outings; plan meetings and secure meeting space as necessary.

 

  • Maintain regular communication with the Houston Site Director in order to ensure the flow of communication and the alignment of program and operations objectives

 

  • Attend programmatic events to assist coaches and program staff and increase student contact with permanent staff members

 

  • Assist with the organization’s financial systems, including scanning and filing of receipts, and helping with other financial duties as needed

 

  • Assist the Development Coordinator with social media initiatives as needed

 

  • Assist with other projects as assigned.

 

WORK ENVIRONMENT

College Forward is a dynamic, progressive and youth-focused working environment. The noise level in the Austin-area work environment is usually moderate to loud. Responsibilities may frequently require an adjusted work schedule and/or evening/weekend hours in order to meet deadlines or satisfy program requirements.

 

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential and ancillary duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Office Manager must also submit to and pass a comprehensive criminal background check before a final offer of employment can be made, and annually thereafter.

EDUCATION and/or EXPERIENCE: This position requires at least a high school diploma or GED and one year of professional experience with event planning, development, office management, and/or budgetary practices (including purchasing). English/Spanish bilingualism and experience with nonprofit organizations are strongly preferred.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to communicate with and present information to others, and access information using a computer for several hours at a time. Employees must have mobility throughout the office and may occasionally drive or ride up to 30 miles to high school campuses or other service locations to assist with service delivery.

HOW TO APPLY FOR THIS POSITION

Email a cover letter and resume to Uyen Vu, HR Recruiter, at uvu@collegeforward.org. In your cover letter, please address

  1. Your interest in equal access to education,
  2. Your interest in this specific position, and
  3. Your salary requirements (applications without salary requirements will not be considered)

 

College Forward provides equal employment opportunities to all team members and/or applicants for employment or service, without regard to race, color, class, religion/creed, sex, sexual orientation, gender identity or expression, national origin, age, weight, height, disability, political affiliation, marital or familial status, partnership status, citizenship status (except as required by law), veteran status, or status in any group protected by federal law, state law, or local ordinance. We provide reasonable accommodations upon request in compliance with the Americans with Disabilities Act of 1990 and Section 504 of the Rehabilitation Act. We encourage and support diversity and tolerance in our workplace. This position is dependent upon funding.