Office Manager

$23.00 - $25.00 hourly
  • The American Indian College Fund
  • 8333 Greenwood Boulevard, Denver, CO, USA
  • Nov 18, 2021
Full time Admin-Clerical

Job Description

Description

 

The American Indian College Fund (College Fund) strives to positively impact the lives of Native Americans by supporting their higher education and career objectives.  College Fund team members believe education is the answer and collectively we raise funds, provide scholarships, and holistically support students in achieving their goals.  Programming, research, and enhancing the capacities of tribal colleges and universities (TCUs) are also integral elements of our mission.

 

Headquartered in Denver, Colorado, the College Fund currently employs over 75 team members.  Our operations include student success services, TCU capacity building, research and evaluation, and public awareness.  We annually serve over 4,000 students and 35 TCUs across the United States. The role of this position is to provide professional and efficient management of visitors, telephone calls and messages, as well as a variety of administrative duties that support the American Indian College Fund (the College Fund).

 

The Office Manager is often the first point of contact for the general public, potential donors, and students.  As such, it is imperative that this position represent the College Fund in a professional and helpful manner, requiring strong general knowledge of our operations. 

 

This position is responsible for office management including mail and package management, maintaining office supplies and some equipment, managing building maintenance and building management partners to ensure a clean, safe, and productive environment, and ensuring general office services are adequately serving the College Fund’s needs. 

 

The Office Manager also supports general operations by implementing systems to track team members work schedules and locations.  This position also collaborates with the Human Resources department to ensure safety protocols and systems support daily and emergency response scenarios.  This position also supports other areas of operations seasonally and as needed. 

 

This position will share front desk administration with another position to ensure consistent coverage of the front desk and allow for time away from the front desk to conduct other responsibilities.

 

Essential Job Functions

 

  1. Front Desk Administration
    1. Receive and direct telephone calls and visitors.
    2. Maintain the procedures manual for the front desk administration.
    3. Coordinate and train front desk administration back-up.
    4. Ensure knowledge of staff whereabouts and maintains accurate and complete information for the Daily Schedule.
    5. Manage incoming College Fund general email and voicemail messages.
    6. Takes phone donations and enters them into the online system
    7. Supports internal control process for opening mail and logging incoming checks

 

  1. Manage mail and packages
    1. Sorts and delivers incoming mail
    2. Ensures packages are logged and secured
    3. Addresses issues with postal service
    4. Coordinates with shipping vendors
    5. Maintains postage machine
    6. Prepares stamped BRE envelopes/paperwork for reimbursement
    7. Distributes returned mail to the appropriate staff members

 

  1. General Office Management
    1. Manages supply orders for entire office and maintains central supplies
    2. Coordinates shredding with professional service
    3. Prepares payment requests to pay bills related to central services such as office supplies, shipping companies, postage, shredding service
    4. Develops and manages general office supply and services budget
    5. Maintains safety protocols and systems

 

  1. Building Management
    1. Manages internal and external building maintenance, including vendor partner selection, contracts, and relationships
    2. Develops and manages building management budget
    3. Ensures safety and compliance checks for elevator and fire safety

 

  1. Seasonal and As Needed Supports
    1. Processes return appeal mailings
    2. Updates bad addresses into CRM database
    3. Supports students with scholarship application questions
    4. Support College Fund employee events and activities
    5. Support College Fund projects and activities as needed

 

Job Requirements

 

Competencies

  • Strong written and verbal communication skills
  • Professional appearance and demeanor
  • Strong interpersonal skills to interact positively with internal and external constituents
  • Attention to detail
  • Ability to effectively manage prioritized tasks
  • Punctuality
  • Reliability
  • Ability to take initiative and problem solve
  • Familiarity with office machines
  • Experience with building management
  • Proficient with Microsoft Office, Excel, Adobe, Foxit, and Internet
  • Ability to learn new programs and databases

 

Experience and Education

  • Minimum 3 years office management experience
  • Associate degree

 

Preferred Experience

  • Experience working with Native American or Alaskan Native peoples
  • Experience working in a not-for-profit
  • Experience in higher education or fundraising environments
  • Experience with building management

 

Work Environment and Physical Activities

 

  • Ability to lift 15-20 pounds
  • Ability to use a computer for long periods is essential

 

To Apply:

Send your cover letter and resume to applications@collegefund.org

Please put your name and the job title in the subject line.

 

Note:    The intent is not to provide an exhaustive list of all duties, responsibilities, or qualifications associated with this position.  Incumbent may perform other duties as assigned.

 

The American Indian College Fund is an Equal Opportunity Employer