Office Manager – Boston

Office Manager – Boston

Our History

Jeremiah Program offers one of the nation’s most successful strategies for ending the cycle of poverty for single mothers and their children, two generations at a time. Two- generation – or 2Gen — programs uniquely focus on the whole family and achieve long- term, sustainable results. The approach has been proven to achieve significant educational, health and economic benefits for parents, children and communities.

Jeremiah Program is expanding throughout the country to meet the growing demand for its model. The organization has campuses in Minneapolis and St. Paul, MN, Austin, TX, and Fargo, ND and our national office is in Minneapolis. Construction has begun on a campus in Rochester-SE, MN, set to open summer 2020. In Boston and Brooklyn, Jeremiah has introduced an innovative nonresidential model, working with leading organizations to serve mothers and children. Learn more here.

Job Summary

The Office Manager is responsible for the daily management and organization of two campus offices, as well as assisting with coordination and planning of projects and events. This position provides overall support primarily to the Executive Director (ED), as well as the staff, Community Board of Trustees, and Committees.

Primary Responsibilities
Administrative Support for the Executive Director
• Support in scheduling appointments/meetings and in managing calendar.
• Ensure ED has necessary support materials for meetings and appointments.
• Create written communications for staff, board, committees, donors, and other constituents.
• Work in conjunction with Development staff on ED portfolio contacts.
• Follow up with constituents via phone and email.
• Assist with higher-level projects and special assignments as directed by the ED.
• Assemble materials and documents as necessary to complete special reports or assignments.
• Communicate positively and respectfully with staff, board, volunteers, and participants.

Office Management
• Maintain organized offices by properly ordering and storing supplies, files, etc.
• Take imitative to ensure campus environment is clean and welcoming; contacting proper staff if needed.
• Responsible for picking up, and sorting mail; ensuring adherence to the Financial Procedure around check deposits.
• Interface with the community by fielding and responding to incoming phone calls and emails.
• Maintain customer confidence and protect operations by keeping information confidential.
• Coordinate technology administration for network and computer services, phones, and office equipment.
• Monitor and manage electronic files for size, accessibility, and record retention.
• Assist with hardware/software upgrades and training to address needs of a growing organization.
• Provide as needed support to front-desk volunteers.
• Collaborate with National Office to ensure processes and procedures are consistent with organizational protocol.
• Evaluate, identify, and recommend changes to office procedures for effectiveness and efficiency.

Board and Committee Support
• Coordinate board activities, meetings, calendars, and other processing of organizational documentation.
• Maintain and update the roster and contact list for all committees and the board; communicate any changes to respective parties.
• Collaborate with board/committee chairs to prepare, post, and distribute agendas and meeting materials.
• Prepare for all board/committee meetings including setting up the communication technology, refreshments, coffee, and post meeting clean-up.
• Create accurate and comprehensive minutes based on each board/committee meeting promptly.
• Maintain and share accurate dates, times, and processes of each committee.
• Assist with event registrations and surveys using registration software.
• Provide and promote confidentiality at all times.

Special Projects
• Assist with higher-level projects and special assignments as directed by the ED.
• Conduct subject research as requested.
• Assemble materials, and synthesize documents as necessary to complete special reports or assignments.

Leadership
• Communicate positively and respectfully with staff, board, volunteers, and participants.
• Participate in staff meetings by providing input to ensure quality programming and service delivery.
• In a team environment, interact with management, program participants, and volunteers to improve service delivery and further the development of the participants.
• Maintain professional conduct at all times and contribute to the inclusiveness and safe learning environment of Jeremiah Program, in conjunction with the mission.
• Provide and promote confidentiality at all times.

Administrative Support for Leadership Team
• Provide as needed support to members of the Leadership Team with direction from the ED.

Other Duties for Office Manager with 40 units or less:
Volunteer Management (in campus communities without Volunteer Manager or Coordinator)
• Process all volunteer applications, making contact with volunteer applicants and tracking skills and interests.
• Collect and track necessary volunteer documents and hours providing required information to the National Office.
• Maintain volunteer job descriptions and commitment expectations.
• Be knowledgeable of organization’s volunteer needs and opportunities, coordinating volunteer efforts appropriately.
• Ensure volunteers are aware of opportunities through email communication and website.
• Create and manage volunteer orientation process and recognition program.

Program Assistant
• Respond to all inquiries for information regarding program eligibility and application.
• Process all program applications and provide resources and referrals as appropriate.
• Coordinate Empowerment Training and Life Skills registrations.

Donor and Financial Duties
• Process all donations, transactions, gift acknowledgements, and donor recognition per local gift management process.
• Track office and special project budgets, reviewing financial reports for accuracy.
• Provide support required for audits and annual reports.
• Draft letters and emails to donors, committee and board members for purposes of acknowledging birthdays, anniversaries, and other special occasions.

Qualifications:
• Associates Degree in Administration preferred; minimum of two years of related experience required; or equivalent combination of education and experience.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent written and oral communication and organizational skills .Demonstrated ability to prioritize and handle multiple tasks.
• Strong attention to detail, with a commitment to high-quality work.
• Ability to interface with both office staff and board/committee members in a manner that reflects the core values of Jeremiah Program.
• Experience working with diverse populations.
• Ability to work independently and as a team member.
• Ability to handle fast-paced situations and problem solve.
• Passion for the Jeremiah Program mission and values.

HOW TO APPLY

Jeremiah Program is committed to the recruitment, selection, development and promotion of employees based on individual merit. Our policy is to provide equal employment opportunity to all people without regard to race, color, religion, sex, national origin, age or disability. Persons of color and African descent are encouraged to apply.

We offer competitive compensation including employer-paid health and dental, life and disability insurance and generous time off. Candidates will be located at our Central Services office in Minneapolis, MN.

Qualified candidates are encouraged to apply online. Please upload a current resume and thoughtful cover letter articulating your interest and fit for the role, including compensation requirements.