The Hispanic Alliance Job Position Description

 

I. TITLE: Office Manager

ORGANIZATION:  The Hispanic Alliance

STATUS: Full-time with competitive benefits plan (salary commensurate with experience) 
 

II. POSITION SUMMARY: 

The Office Manager is accountable for the administrative, communications, and business functions of the office under the direction of the Executive Director (ED). 


III. ESSENTIAL FUNCTIONS: 

  • Responsible for timely and accurate receipt and processing of invoices, bills and administrative documents for ED to review, payment approval and filing to support organization financial and contract management.
  • Coordinates Board meeting logistics; creation of Board binders and related printing to produce accurate materials within identified timelines.
  • Manages logistics of other organization-sponsored meetings as requested, e.g., special events/concerts, classes, annual gala, etc.   
  • Responsible for maintaining up-to-date distribution lists, member lists, etc.
  • Creates and manages office files, both paper and electronic. 
  • Responsible for creating and maintaining newsletter and social media sites.
  • Responsible for grant writing, researching foundations and reporting to grantors. 
  • Other office functions include:

manages phones; greets visitors; supports meetings; coordinates travel; handles incoming and outgoing mail; maintains employee timesheets, scheduling meetings and preparing calendars; prepares expense reports for reimbursement; orders and maintains office supplies and furniture; oversees maintenance of office equipment including repairs and inventory; proofreads and edits documents; runs occasional off-site errands; and performs general clerical duties, including typing documents, maintaining spread sheets (excel), copying, faxing, scanning and filing. 

 

IV. OTHER ACCOUNTABILITIES:

  • All work is performed with a direct reflection of the organization’s Mission, Vision and Values 
  • Maintains confidentiality of information.
  • Other duties as assigned

 

V. PHYSICAL DEMANDS AND WORK ENVIRONMENT: (for ADA compliance)

  • Light lifting; sitting or standing at desk.
     

II. EDUCATION AND EXPERIENCE: (required, preferred)

  • Minimum of three years administrative or professional employment preferred.
  • High school diploma required. Associate’s degree or 4-year degree preferred.
  • Requires conversational and written fluency in Spanish 
  • Working knowledge and interest in nonprofits, community development, arts education and/or entrepreneurial education
     

VIII. KNOWLEDGE, SKILLS AND ABILITIES: (required, preferred)

  • Clear communication required.
  • Excellent organization skills required
  • Strong project management skills required.
  • Poise, tact and discretion with sensitive and confidential information.
  • Proficiency with Google Drive, Microsoft Office and general office software and equipment required; Strong PowerPoint and Excel skills preferred. 
  • Competency in creating and maintaining social media and web sites preferred
  • Management of volunteers preferred

VIII. ORGANIZATIONAL RELATIONSHIPS:

A.    Reports to: Executive Director        

B.    Supervises: volunteers/interns

C.    Supports: Executive Director and Program Directors        

D.    Peer and external collaboration/communicates with: Board members, partners, vendors, donors and grantors.
 

To Apply: Submit 1-page resume and 1-page cover letter to jobs@thehispanicalliance.org 

Application Deadline: January 22, 2017