The International Institute of New England a nongovernmental, not-for-profit, New England-based organization dedicated to addressing the needs and rights of refugees and immigrants, is seeking an Office Manager for its Lowell office.
A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Candidates need to approach issues creatively and thoughtfully. In addition, all candidates should possess the following set of qualifications:
- Excellent verbal and oral communication skills
- Excellent organizational and time management skills
- Detail-oriented, able to multitask and meet deadlines
- Self-motivated, able to work in a team and independently
Note: Certain position requires great flexibility and willingness to travel. A valid driver's license, insurance, a clean driving record, and personal transportation may be required.
Reports to: IINE Executive Assistant
The Office Manager maintains the Lowell office by helping codify and uphold office operations and procedures; ensuring submission of administrative documentation in a timely manner, managing the reception area and protocols; reviewing and submitting overtime documentation; coordinating correspondence; designing and implementing filing systems; reviewing and approving supply requisitions; and performing other clerical functions as needed or requested. The Office Manager has overall responsibility for the facility that houses the International Institute of New England Lowell, provides administrative support and bookkeeping for IINE-Lowell's operations, and manages the front desk.
- Bachelor’s degree, in related field (Finance, Business Administration, Non-Profit Management, etc. preferred) and at least 1 year of related experience
- Ability to multi-task in a fast-paced environment and process unexpected duties and deadlines.
- Demonstrated experience coordinating with vendors
- Experience working reception or in an external-facing position
- Bookkeeping and data-entry experience; familiarity with Apricot and Salesforce preferred
- Highly proficient in Microsoft Word, Excel and Outlook.
- Must be able to manage calendars and schedule events
- Knowledge of standard practices with respect to following an institution’s policies and with an eye towards simplifying processes
- Strong writing skills (writing sample required)
- Effective communicator; should be comfortable working as part of a team and expressing innovative or critical ideas
- Excellent organizational and problem-solving skills
- A strong sense of discretion and confidentiality
Duties and Responsibilities:
- Manage opening and closing of the site
- Foster a professional and friendly atmosphere for all staff, clients, and visitors
- Manage reception area and volunteers at the front desk
- Answer and route a high volume of phone calls; take accurate messages, and screen calls for Site and Administrative Directors.
- Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies. Refer to manuals, calendars, and the database to answer client and visitor questions.
- Provide information to the public about the organization, its mission, and its services.
- Schedule client appointments, and maintain appointment calendars.
- Maintain the Reception Binder and have appropriate materials on hand for all clients and visitors.
- Ensure that the reception area, conference rooms, and common areas are clean, organized, and uncluttered.
- Orient and train new staff and interns in office procedures and use of office equipment, including front desk coverage
- Schedule coverage for own lunch breaks and absences.
- Redirect information, meeting, client, and contract-related requests to the appropriate staff member(s)
- Maintain and update the Lowell site program schedule in consultation with department managers
- Coordinate administrative purchases for IINE-Lowell in consultation with the IINE Executive Assistant.
- Supervise the maintenance of office equipment, including copier, fax machine, etc.
- Approve travel and expense reimbursement for all IINE-Lowell staff within budget
- Manage and reconcile the distribution of client expenses at the Lowell site
- Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages.
- Check the fax machine at day’s end and distribute or discard any remaining faxes, and review and distribute any other printed materials that have not been collected by the end of the day.
- Ensure interns/volunteers sign in/out daily; enter tracked hours weekly and review entries on a monthly basis with the Quality Assurance team and the Development office.
- Receive, maintain, and log in-kind goods and services, distribute in-kind goods and services as directed by Department Managers and Lowell Program Director, and coordinate with the Development Office on the execution of thank you notes to each donor.
- Assist with meetings and events; process party and lunch catering orders as requested. Help set-up and break down rooms for events.
- Handle other clerical/administrative tasks and special projects as needed.
- Work with the Lowell Program Director to ensure that all employees are alerted about winter and other weather-related closings.
- Support project-based data entry as requested.
- Maintain and update inventories related to the facility, IINE equipment, and offsite document storage.
- Maintain and update phone systems: change voicemail for holidays/cancellations, communicate changes in phone numbers to the Executive Assistant, and serve as a resource for staff with questions about the system and its services.
- Maintain updated contact information for all volunteers and Advisory Council members.
- Input prospect information into Salesforce and Apricot.
- Provide updated contact information for all IINE employment partners
- Provide updates on Site activities for use on social media, the website and the quarterly newsletter, including taking pictures when appropriate of events that take place at the local site or in the local community.
- Help prepare materials for the Advisory Council meetings and assist with Advisory Council meeting planning and follow-up (reminding Advisory Council members of meetings, taking minutes at Advisory Council meetings, helping the Community Relations Director to draft agendas, etc.)
- Coordinate Meet and Greets in each office in consultation with the Development Department
- Perform all other duties assigned by supervisor.
Please send your cover letter, resume, and salary expectations to Human Resources (HR@iine.org) with your name and position in the subject line. Qualified applicants will be contacted; references will be required at the time of the interview.
No telephone calls please.
Position will remain open until filled.
The International Institute is an Equal Opportunity Employer. Immigrants, women, people with disabilities, people of color, and LGBTQ candidates are encouraged to apply.