Office Manager - Washington, United States - Care

Care

Verified Company

Washington, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Work Location :
US- Washington, DC

Type of Post :
Not Applicable

Other Possible Location :
US - New York, NY

Funding :

APPROVED

Expected Travel :
up to 10%

Type of Contract:

Language Requirement :
English

Application Deadline:

Employee Duration :
Full-Time

JOB SUMMARY:

The Office Manager is responsible for supporting the efficient operation of the day-to-day business of CARE USA's Washington DC office and the NYC office.

Washington DC office is the second largest office in US with 70+ registered users and many events. NYC office opened in October 2022 and plays an important role in fundraising.

This key position ensures the smooth functioning of CARE USA offices including serving as liaison with the building management, managing the shared office budget, ordering supplies, coordinating office space, ensuring office equipment (including IT facilities) are in good working order, and supporting in-office meetings and events.

Because the DC and NYC offices are multi-function offices with staff from several departments, this position touches all aspects of the organization including Advocacy, Fundraising and Marketing, and Program, Partnership and Learning.

The office manager is the liaison between the local offices, HQ, regional and CI offices to provide any necessary support or guidance related to HR, procurement, finance, donor services, Digital, events and other aspects of logistics.

The office manager provides efficient operations of the day-to-day business and ensures that colleagues have an environment that optimizes productivity while maintaining budgets, morale and the overall vision of the organization.

The office manager also helps to orient and provide oversight to local interns and fellows as needed and possible.

This Office Manager reports to the Chief Information Officer, CARE.

This position is in the CARE USA Digital function and has many career growth opportunities to gain skills like project management, technology support, and business analysis.

RESPONSIBILITIES:

The Global Leadership Team (GLT) members in the DC office are supported by their own support staff. The office backsup the GLT support staff and provides assistance for leadership team located in DC and NYC such as scheduling and preparing rooms for meetings and processing expense reports. Provide administrative support to CEO and other guests while in the local office.
Train new employees on CARE systems and processes and equipment. Serve as office point of contact with IT and assist with troubleshooting and connectivity issues. Generate purchase requisitions for equipment.
Create and manage the budget for the DC and NYC offices. Track the budget and expenditures to monitor and evaluate office expenses on a monthly basis. Enter shared budget into BudgetMate and review budget and account information for accuracy in PeopleSoft. Research expense variances and coordinate with Finance to initiate corrective actions while maintaining vendor relations. Process corporate card and facility invoices monthly, submit invoices weekly support colleagues on financial matters and questions for the DC and NYC office.
With direction from the event lead, assist with internal events and activities that help meet program, fundraising, advocacy, and awareness goals. Assist with external events in DC and NYC as needed and available. Assist with scheduling visiting guests and colleague's itineraries. Assist with packaging and shipment of required event materials and ordering of supplies, CAREWear, CARE programs and project items in preparation of events. Organize and manager registration desk for CARE National Conf.

QUALIFICATIONS:

Bachelors Degree.
2 years providing administrative support, event planning or similar experience. 3 years in administrative task management, project planning & implementation.
Experience in developing and directly managing budget and expense accounts.
Demonstrated ability to oversee interns and volunteers.
Intermediate to advanced knowledge of Outlook, Word, Excel and Power point.
Familiarity and ability to use fundraising information and financial management systems.
Capabilities in relationship management and building teams.

_ We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran__._