JOB ANNOUNCEMENT:   Office Manager

Office Location:  Corvallis, Oregon

Status:  Regular, full time.

Compensation:  $17-22/hr depending on experience, plus benefits.

Closing date:  January 5th, 2015.  Preference will be given to applicants who can start by January 26th.

 

About Us:  The Institute for Applied Ecology (IAE) is a dynamic nonprofit organization founded in 1999 whose mission is to conserve native species and habitats through restoration, research and education.  IAE fills a unique niche among nonprofit organizations and agencies because of its joint focus on restoration, research and education. Located in Corvallis, Oregon, we work with a diverse group of partners including federal, state and county agencies and municipalities to accomplish our mission.  We maintain an open and convivial office environment with approximately eighteen regular staff.

 

Position Summary:  We seek a full-time (30-40 hrs/wk) Office Manager to facilitate the functions of our organization and streamline our operations.  The position will be central to the day-to-day management of our group.  The Office Manager will support and report to the Executive Director and will work closely with the full-time Bookkeeper and program staff, as well as support the Board of Directors.  The position will not initially have supervisory responsibility but that may develop over time.

 

Responsibilities

 

Lead Office Operations (approximately 50% of job duties)

  • Cultivate a welcoming environment through a positive attitude about work and our mission; communicate clearly and positively with staff and partners; and contribute to a cohesive team.
  • Provide fiscal oversight of the organization’s books, prepare financial statements for the board and program directors and follow Generally Accepted Accounting Practices.
  • Manage and update on-line calendars and to-do lists, policies and procedures, software purchases.
  • Arrange for annual audits and welcome and assist auditors.
  • Assist the Bookkeeper with bookkeeping tasks, payroll, invoicing, and paying contractors.
  • Review contracts and agreements for IAE’s compliance.
  • In collaboration with the Bookkeeper, prepare and submit reports to funding agencies, the annual form 990, and the Negotiated Indirect Cost Rate Agreement proposals and annual reports.
  • Ensure timely contributions by IAE to staff retirement plans.
  • Manage and update insurance policies and arrange for proof of insurance to be sent to funders, as requested.

Manage facilities (~20%)

  • Manage and purchase office supplies, arrange and manage janitorial and landscaping services, and manage the care and maintenance of company owned vehicles.

Outreach and Development (~20%)

  • Support volunteer recruitment, welcome and orient new volunteers, develop and maintain our database of volunteers and donors, track and report volunteer hours and donations.
  • Send out fundraiser mailings, prepare thank you notes to donors.
  • Work with staff and volunteers to plan, organize and host community events.
  • Assist with drafting and sending our quarterly e-Newsletter; manage the newsletter email list; assemble our monthly internal Program Update with high points from each program.
  • Support creation of brochures and flyers about us.
  • Update our website.

Support committees and Board of Directors (~5%):

  • Prepare financial statements and other information for board and committee meetings, take minutes.

Human resources (~5%):

  • Maintain employee handbook, answer staff questions about our policies and benefits.  Work with insurance agent to prepare annual health insurance options.

Qualifications

  • 2-3 years of experience in a related field.
  • Bachelor’s degree in a related field.
  • Experience with fiscal management and Quickbooks accounting software, as well as Generally Accepted Accounting Practices, nonprofit development and volunteer relations, and Human Resources practices.
  • Fluency with technology (e.g., Microsoft Office suite, Doodle, event hosting software, donor tracking software, etc.) and ability to improve our office efficiency and operations.
  • Creative and curious with excellent writing and editing skills and an eye for detail, and ability to take initiative and ownership with increasing confidence.  Ability to work positively and cheerfully with a diverse staff, while being respectful of their confidential information.
  • Passion for the natural world and our mission.

How to Apply

 

To apply for this position, submit:

  1. Letter of interest – In your letter of interest, state 1) your experience with these responsibilities and how you meet these qualifications, 2) when you would be available to start work, and 3) that we may contact your references and past employers.
  2. Resume.
  3. Contact information (phone and email) for 3 professional references.

Letters of recommendation, writing samples, and/or college transcripts may be requested for top applicants.  Applications must be received by January 5th, 2015.  INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED.   Email application materials to:  Tom Kaye, tom@appliedeco.org