Office Manager

Job Description Job Description Position Overview The Office Manager supports the mission of the organization by ensuring smooth, efficient day‐to‐day operations of the nonprofit’s office and administrative systems. This role manages administrative processes, facilities, and internal communication so program and development staff can focus on delivering impact to the community. Qualifications • The minimum education required is a Bachelor’s degree in Business Administration, or a related field. • Prior experience in office administration, operations, or office management, preferably in a nonprofit or mission‐driven environment. • Strong organizational and time‐management skills and the ability to manage multiple priorities with attention to detail. • Proficiency with common office software and tools (word processing, spreadsheets, email, calendar, cloud file storage, basic databases or CRM). • Clear, professional written and verbal communication skills and comfort working with diverse staff, volunteers, board members, and community partners. • Demonstrated alignment with the organization’s mission and values and a commitment to ethical, transparent use of resources in service of the public good.

Key Competencies • Mission orientation: Understands and champions the nonprofit’s mission, ensuring office practices reflect values of equity, integrity, and accountability. • Service mindset: Provides responsive, solutions‐oriented support to staff, volunteers, and community visitors. • Problem‐solving: Anticipates operational issues and proactively recommends improvements to systems and workflows. • Collaboration: Works effectively across programs, development, finance, and leadership, building positive relationships at all levels. Responsibilities • Oversee daily office operations, including reception, mail, phones, supplies, and shared spaces, to create a welcoming, mission‐aligned environment for staff, volunteers, and visitors. • Assist in college needs such as student, placement and employer surveys; follow up on those who do not return their surveys or reports • Assist as requested by the HR and marketing departments with filing, maintaining confidentiality • Assist in finding possible career opportunities for our graduates and posting those on Bergin College’s Alumni Facebook page and email to graduates • Take meeting minutes at various meetings requested • Assist the marketing dept with Facebook and Instagram PR postings; marketing flyers, newsletters and brochures • Keep inventory of items for sale and re-ordering when inventory is low • Manage office supplies, equipment, and vendor relationships, monitoring costs to support responsible stewardship of donor funds. • Maintain organized digital and physical filing systems for program, development and governance records, supporting compliance and transparency requirements typical for nonprofits. • Coordinate staff calendars, meetings, and events (board meetings, community events, volunteer orientations), including logistics, materials, and note‐taking as needed. • Support HR and volunteer management processes, including onboarding new staff and volunteers, tracking required paperwork, and helping maintain up‐to‐date faculty and volunteer records. • Help ensure compliance with organizational policies, funder requirements, and relevant regulations (e.g., records retention, confidentiality, safety procedures). • Serve as a central point of contact for equipment and facilities issues, coordinating with internal staff to resolve problems quickly. • Support internal communications by drafting staff announcements, updating internal directories, and helping maintain collaboration tools or intranet content.