Office Manager Job Description
CORRAL is a faith-motivated nonprofit that equips adolescent girls in high-risk situations through a long-term, holistic program of equine therapy and education to prepare each girl and her community with skills, resources, and opportunities so that she can gain access to a bright future.
CORRAL Core Values
- Faith & Choice
- Relationships-First & Community
- High Expectations & Accountability
- Safety & Risk-taking
- Innovation & Grit
- Grace & Learning
CORRAL is a passionate and challenging work-place where we get things done.
CORRAL is committed to creating a diverse environment and is proud to be an equal opportunity employer. Diversity is more than a commitment at CORRAL—it is the foundation of what we do. We are fully focused on equity and justice. It is important to us to reflect the communities we serve. CORRAL thus recruits,hires, trains, compensates, and promotes our staff regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. All qualified applicants are encouraged to apply. All qualified applicants are encouraged to apply.
The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational efficacy, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control & purchases, and champion management.
This position is customer service oriented and is expected to provide a secure and welcoming environment for participants, staff, volunteers, and visitors who enter and call the organization. The ideal candidate will take pride in being the first point of contact representing CORRAL and interacting with diverse stakeholders.
Reporting to the Community Relations Manager, the Office Manager will assist in executing special projects and events related to our champion development program. Additionally, the manager will be responsible for executing a comprehensive recruitment, orientation, training, and retention plan for individual and group volunteers to ensure that all volunteers are knowledgeable and feel valued. Supervision of volunteer efforts is delegated to the team in the area where the volunteers are assigned.
This role handles a wide range of administrative and executive support related tasks and is able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse departments.
Office Manager Responsibilities
Overseeing general office operation and compliance:
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
- Oversee adherence to office policies and procedures as established in CORRAL’s P&Ps.
- Ensure filing systems are maintained and current. Producing reports, composing correspondence, and drafting new contracts. Ensures accuracy of employee files and documents, both digital and physical.
- Organize and schedule appointments and meetings and manage office calendars.
- Purchasing office supplies and equipment and maintaining proper inventory.
- Greeting visitors, answering incoming phone calls and processing mail daily.
- Assist in set up for events and programs.
- Supports Director of Finances and Operations in ensuring regulatory compliance for external partners (USDA Lender, IRS, audit, taxes, grant makers, etc.) and financial procedures.
- Oversees Accounts Payable and timely processing of invoices, payments, and expense reports.
- Supports the Corporate Team in fundraising campaigns and events.
- Develop and maintain strong, positive relationships with collaborative partners ensuring that mutually-agreed upon expectations are being met.
- Serve as the primary point of contact for all requests to volunteer/collaborate including, telephone, voice mail, email, and written requests, and ensure a timely response.
- Conduct monthly volunteer orientations, with the support of the Community Relations Manager. Guide new volunteer leaders through orientation and a training process to being connected to a team.
- Co-lead monthly volunteer team meetings.
- Collaborate with program and development leadership in developing and maintaining a comprehensive list of involvement opportunities throughout the organization and all campuses for individual and group volunteers and collaborative partnerships.
- Develop and maintain complete and accurate records including volunteer policies, procedures, position descriptions, standards of conduct and, where applicable, criminal background checks.
- Develop and provide to management monthly and annual reports on all individual and group volunteer activities to include number of volunteers, number of hours, and in-kind contribution value of service.
- Ensure data accuracy of our CRM Database.
- Partner with Community Relations Manager in the execution of special community events, farm / organizational tours, vendor tables, etc.
Other Tasks Related to the Position:
- Increases the Leadership Team productivity: maintaining schedule, responding to emails, screening phone calls, initiating projects, administrative needs.
- Assists the Leadership Team’s in the execution of the Strategic Plan.
- Assists the Leadership Team in communicating with constituents.
Key Performance Indicators:
- All weekly, monthly, and yearly deadlines are met.
- End-of-Month expenses submitted on time, with accuracy.
- All stakeholder communications are effectively handled promptly and professionally.
- Community events meet registration goals and engage a diverse group of community partners.
- 300 effectively engaged volunteers for FY 21-22, with 100 new volunteers and 215 returned.
- 35% conversion rate of P-Level events attendees to CORRAL champions.
- 50% of attendees for volunteer orientation will convert and get actively connected with a volunteer team at CORRAL.
Other Key Performance Indicators for the role will be discussed during the onboarding process.
Office Manager Requirements / Skills:
- A bachelor degree or equivalent.
- Two or more years of experience in office administration and/or management.
- People Person – relates well with all types of people, attentive and active listener; patience to hear others out and build rapport with dignity and tact.
- Ability to work effectively in a deadline-driven, multi-priority environment.
- Ability to use logical methods to solve problems while producing effective solutions.
- Effective time management skills and appropriate resource management.
- Strong attention to detail.
- Bilingual (Spanish) is a highly preferred skill for the position.
- Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Terms of Employment:
Full Time Salaried Position. Typical hours fall within Monday-Thursday 9:00am – 5:00pm and 8:00 a.m. – 12:00 p.m. two Saturdays per month (scheduled). Some evening hours may be required for volunteer team meetings, typically once a month.
Salary Range: $38,500- $45,000
Benefits: CORRAL offers a flexible paid-time-off policy which includes vacation, personal, and sick leave. Paid-time-off will accrue annually (on January 1st of each calendar year) at the rate of 20 paid days off per year. CORRAL Riding Academy also observes and offers 11 paid holidays throughout the calendar year.
Additionally, CORRAL offers health, eye and dental benefits with partial employer contribution. You will have the opportunity to elect into these health care benefits after a required waiting period (60 days).
Employment with CORRAL will be on an at-will basis, which means you and the company are free to terminate the employment relationship at any time for any reason. Your performance will be evaluated after 30 days of employment, again at 60 days and then at the end of 90 days.
How to apply
To apply to this job, please email your resume and cover letter to firstname.lastname@example.org. Please include the position you are applying for in the email subject.