Office Manager

Description

This position supports Free Arts by providing and managing administrative tasks for the organization and is responsible for direct and consistent management of various office systems and procedures, as well as building usage and maintenance. Assists in the management of the organization’s IT systems and platforms, supports department needs for hardware and applications to further the mission.

Department: Operations

Supervises Others: Yes

Reports to: Director of Operations

Employment Status: Full time, 40 hours per week

FLSA Status: Exempt

Benefits: Full-time employee benefits

Salary: $56,000

Location: Phoenix & Surrounding Areas

Teleworking & Flexible Schedule Eligible: Yes, can explore modifications after 90 days of employment  

Planning and Organizing – Expert level of competency

• Develops clear goals for programs, projects, and events.
• Develops and uses systems to organize and keep track of information or work progress.
• Allocates, adjusts, makes decisions, and manages resources according to shifting priorities.
• Oversees assigned vendor relationships and projects around building and office maintenance, equipment, and facilities.
• Manages building resources and usage under the direction of the Director of Operations.

Analytical Thinking – Advanced level of competency  

• Uses logic to analyze a problem or challenge. 
• Makes a systematic comparison of two or more alternatives. 
• Identifies probable causes for a problem and proposes solutions. 
• Provide “help desk” support for staff questions on technology and procedures.

Manages People – Proficient level of competency

• Ensures individual goals are aligned with organizational goals and can articulate the alignment.
• Shares information, advice, and suggestions to help others to be more successful.
• Holds individuals appropriately accountable to results.
• Supervises Organizational Assistant.
• Ensures policies and procedures are being followed.

Forward Thinking – Proficient level of competency

• Recognizes and acts on opportunities to advance progress towards organization goals. 
• Anticipates and makes requests for information, input, and feedback in advance of needs. 
• Anticipates future trends or events. 
• Collaborates across the organization to discover needs and help implement solutions.

Mission Focused

• Promotes the transformative nature of resilience-building arts programs.
• Makes business decisions grounded in the mission.
• Promotes healing nature of art, creativity & healing.
• Advocates for the interests of children & partners.

Communicate Effectively

• Ensures that others involved in a project or effort are kept appropriately informed.
• Tailors’ communication content, tone, and method (verbal written, email, phone, etc.) to audience.
• Seeks to fully understand before responding.

Instills Trust

• Consistently delivers on commitments, demonstrating both competence and credibility internally and externally.
• Actions are aligned with intent and words.
• Involves people in decisions that affect them.

Collaborative

• Prioritizes organization and group objectives over individual goals.
• Provides assistance and support to others to help them reach their individual goals.
• Expresses disagreements constructively and works toward solutions that are mutually beneficial.

Self-Management

• Demonstrates the ability to maintain composure.
• Takes initiative and acts without waiting for direction with available information.
• Accepts responsibility for gathering information, taking action and results.

Requirements

• Three years’ related office administration experience.
• Knowledge of Windows and Microsoft applications. 
• Must be able to have access to and provide reliable transportation for self. An AZ driver’s license and proof of insurance is required for qualifying mileage reimbursements.
• Must be able to obtain and hold an Arizona Department of Safety Fingerprint Clearance Card.
• This person frequently interacts with staff, board members, funders, and constituents about the programs and services of Free Arts at a professional level. Must be able to exchange accurate information in these situations.

Preferred Qualifications 

The following qualities and experience in addition to the years of experience are highly desirable:

• Experience managing and maintaining physical spaces directly or via vendors is desirable.
• High proficiency and experience with Windows, Microsoft Applications, and CRM software (Salesforce Nonprofit Success Pack or similar nonprofit CRM).
• Ability to read and write in Spanish.

Physical Requirements 

• Must be able to remain in a stationary position 85% of the time using a computer.
• Must be able to identify and assess written materials including fine print.
• Must be able to position self to maintain files, supplies, document boxes, and other materials up to 30 pounds as needed.

Environmental Requirements

• Must be able to regularly work in a well-lit, temperature-controlled work area.
• Must be able to work a mix of weekdays, evenings, and weekends.
• Must be able to work in an open area with other employees and volunteers 80% of the time.

 Applications for this roll will be considered on a rolling basis. Please apply as soon as possible for best consideration. Screening of applicants will begin June 30th