« Back to all jobsOffice Manager

Department: Administration

Reports to: Executive Director

FLSA Status: Non-exempt/Fulltime

Directly Leads: Volunteers working in Administration Department

Budgetary Line Responsibility: Not applicable

Salary Range: $70,000-$75,000 per year

Work Schedule: Monday -- Friday, 9 am -- 5 pm. One late evening per month

Summary

The Office Manager provides support to EOCP's Executive Director and the Board of Directors. The activities associated with this position include but are not limited to devising and implementing communication systems between the Executive Director and staff, managing correspondence, designing filing systems, and supporting/monitoring volunteer activities. This position also provides administrative assistance to: the Board of Directors meetings, fundraising activities (e.g. end of year mailing), coordinating agency/community calendar. Weekly participation in individual supervision and administration team meetings as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Director and Board of Directors Support

  • Maintains office workflow by identifying systems that support the communication and workflow between staff and the Executive Director

  • Keeps multiple calendars/schedules relating to internal meetings and coordinates appointments with Executive Director

  • Maintains agency/community calendar

  • Responsible for opening and prioritizing administrative mail and other duties, as needed

  • Keep Executive Director informed of incoming email/phone messages and mail on a daily basis. Analyze messages and inform ED of required action

  • Daily debriefing with Executive Director and timely reminders to ensure pending projects are dealt with on a timely basis and assist in their completion

  • Assist ED with correspondence (e.g. makes phone calls, respond to emails, and type letters and files paperwork).

  • Check-in with ED at a specified time in the beginning and end of the day

  • Set appointments for ED and gather materials for meeting

  • Maintains a database with key contact information

  • Responsible for preparing agenda, attachments, minutes and , composing and distributing board related correspondence

  • Record minutes of board conference calls, take action on follow-up steps

  • Communicates budget observations and recommendations

Fundraising

  • Supports fundraising events/activities as the need arises

  • Thanks all individual donors

  • Supports with the organizing of proposal packets

Other Duties

  • Posts job announcements for open positions and coordinates recruitment process in collaboration with program managers

  • Recruits volunteers to support office operations as needed. Provides training and ongoing support to volunteers

  • Responsible for managing various organizational processes as the need arises

QUALIFICATIONS

Education and Experience

Position requires a B.A. with excellent skills base, or 2 years of college with at least 4 years' experience in office management in a demanding fast paced office environment. Familiarity and comfort with technology is required,

  • Excellent communication and writing skills

  • Able to work independently and to organize systems and processes in an efficient manner and to teach/train staff to work in those systems for greater organizational efficiency.

  • Able to analyze work product, prioritize and multitask

  • Excellent organizational skills

  • Able to perform multiple tasks in a fast-paced environment

  • Able to successfully manage several ongoing projects simultaneously.

  • Able to complete projects on a timely basis

  • Proficiency in Microsoft Word, Excel, computer calendar programs (Microsoft Outlook), PowerPoint, Microsoft Teams and Zoom.

To Apply

  • Send cover letter and resume in PDF format to jobs@eocp.net

  • Include in subject line: FName, LName for Office Manager (your first name and last name)

  • Please answer the following questions in the cover letter:

    • What experience do you have working with nonprofit organizations that serve the unhoused?

    • What experience do you have in office management in a fast-paced environment and in collaboration with a supervisor?

    • What experience do you have in staff recruitment?

EOCP
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7515 International Boulevard
Oakland, CA 94621
(510) 532-3211
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