Posted on: November 30, 2017
Written by: Coalition for Compassionate Care of California
Are you passionate about managing the office of a non-profit? Do you want to support the movement toward patient-centered health care?
The Sacramento-based Coalition for Compassionate Care of California (CCCC) is looking for a dynamic individual who is passionate about improving health care and skilled in office management to join our team. CCCC is a nonprofit, statewide collaborative of healthcare providers, consumers and regulatory agencies working together to advance palliative and quality end-of-life care in California.
The Office Manager position is a hybrid of office management and intermediate administrative responsibilities for a small non-profit and reports to the Chief of Programs and Operations (CPO). The Office Manager maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; scheduling meetings and calls, acting as receptionist; designing and maintaining data and filing systems; reviewing and approving supply requisitions; and providing clerical functions.
Primary Duties and Responsibilities
The Office Manager position performs a wide range of duties and serves as the point person for the office, maintenance, mailing, supplies, equipment, bills and money received, and errands. Additional key responsibilities include:
- Manage contract and price negotiations with office vendors and service providers
- Liaise with facility management and other vendors (cleaning, catering, security etc.)
- Ensure that all CCCC services and products are invoiced and payment received is timely
- Perform and assist with annual audits, CCCC’s main financial audit, credit card processing etc.
- Organize office operations, policies and procedures and support the CPO to update and maintain office administrative procedures, HR policies, and employee policies and procedures
- Assist in the onboarding process for new hires, and ongoing personal support including manage human resources paperwork, maintain employee timesheets and expense report accounting, health insurance enrollments and terminations, retirement benefit enrollments and terminations, etc.
- Compose, format and proofread a variety of materials including correspondence, memorandums, reports, tables, charts, graphs, forms, statistics, agendas, minutes of meetings and other business documents
- Establish and monitor chronological file to inform CPO of due dates and deadlines
- Maintain organizational calendar, schedule appointments, meetings and conference calls
- Coordinate logistics for meetings hosted by CCCC. Prepare, assemble and distribute meeting agendas. Send meeting reminders. Attend meetings and participate on committees as needed. Prepare, distribute and maintain files of meeting minutes.
- Create and maintain files for all organization activities and projects.
Knowledge, skills and abilities
- Knowledge of office administrator responsibilities, systems and procedures
- Ability to compose and/or proofread documents and reports as needed
- Ability to work effectively and efficiently with minimal supervision
- Ability to interact in a professional manner with a variety of groups and individuals including government agencies, members, boards, committees, advisory groups, professional organizations, consultants, and funders
- Skill level for organizational management should be high and detail-oriented
- Skills to communicate effectively, both orally and in writing
- Proficiency in Office Management Software and Hardware
- Microsoft Excel, Word, and Outlook
- Simple accounting
- Databases and spreadsheets
- E-mail and internet
- Familiarity with email scheduling tools, like Doodle Poll, Email Scheduler and Boomerang
- Hands on experience with office machines (e.g. fax machines and printers)
The Office Manager should demonstrate competence in some or all of the following:
- Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and enhance organizational effectiveness.
- Organizational Aptitude: strong organizational and planning skills in a fast-paced environment.
- Planner: Excellent time management skills and ability to multi-task and prioritize work.
- Solve Problems: A creative mind with an ability to suggest improvements, assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Salary and Benefits
CCCC offers competitive pay, excellent benefits, and a terrific work environment. If you are interested in this exciting opportunity and becoming part of our dynamic team, we invite you to apply for the position. An ideal background would include high school diploma or equivalent and a minimum of three years office management experience. Preferred applicants will have five or more years of work experience in a non-profit organization that implements grant-funded projects. Note: any combination of expertise that provides the required knowledge and abilities will be considered.
To apply: Interested and qualified candidates please submit your cover letter, resume, and salary requirements to firstname.lastname@example.org. Please do not call CCCC with questions.
Potential candidates will be contacted via email to set up initial telephone interviews, with follow-up in-person interviews to be scheduled at a later time. This posting will remain open until the position is filled.