Office Manager Finance Operations and Facilit

2 months ago

Boston, United States Catholic Charities Archdiocese of Boston Full time
Job DescriptionJob Description

If you thrive in a non-profit organization where what you do makes a difference in the lives of others, then Catholic Charities is the place for you We have a refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds , why not join the Catholic Charities team

The Office Manager of Finance, Operations and Facilities provides support for the office of the Chief Financial Officer, Facilities and Operations Department and Controller’s Office. They interact with various members of the Financial Division and all levels of the agency, external partners and vendors and trustees. Central to this role will be the ability to manage a wide range of activities to ensure efficient operations. The Office Manager of Finance, Operations and facilities must be able to use sound judgment to handle complex and highly confidential situations and effectively prioritize a wide variety of tasks, balancing multiple longer-term projects and goals with the immediate needs of the office.

RESPONSIBILITIES

  • Support calendar management including meeting coordination and all required logistics (space planning, catering, audio/video equipment) by working closely with designated departments and teams. Ensure timely communication of changes and cancellations.
  • Assist in the preparation of agendas, minutes, project tracking and follow-up on deliverables, materials and tasks of management.
  • Coordinate special projects, recognition events and meetings.
  • Prepare correspondence, presentations, reports and assigned projects in a timely manner in accordance with scheduled deadlines.
  • Act as co-administrator of the online Board of Trustees portal in conjunction with the Senior Administrative Assistant, to facilitate the scheduling and communication of board and committee meetings, communication of board and committee materials and other Board correspondence, as well as maintenance of up-to-date contact information.
  • Create and maintain electronic filing and checklist systems for various financial and facilities reporting requirements including required filings
  • Assist in management of various telecommunications processes including:
  • Cellphone and other network device program, inclusive of ordering approved new devices, coordinating deployment with IT department, monitoring of use of phones, tracking of invoices and payment
  • Processing telecommunications billing and usage
  • Administrative management of telephone system (adding and deleting approved users), monitoring licenses, invoices, and tracking
  • Management of eFax system (adding and deleting users), monitoring usage
  • Assist in management of multi-function machines (i.e. Copier machines which include copier, PDF and fax functionality
  • Assist in management of Amazon account including adding approved users, address exempt statuses for purchases
  • Scheduling meetings for Financial and Facilities Teams
  • Assisting with required regulatory filings – tax, licenses, certificates, and other filings as required
  • Coordinate management of facilities maintenance work order system (Landport) to ensure timely response, including tracking maintenance and repairs, capital plans, and other applicable information.
  • Monitor vendor performance in completing building related services
  • Manage vehicle fleet repairs, registration and insurance coverage by keeping current organized records and communicating with employees responsible for vehicles.
  • Assist in the development and evaluation of budget and operating plans for financial and facilities department through research of cost to complete projects (i.e. contractor bids), assists in distribution of Requests for Proposal (RFP) or Requests of Information (RFI).
  • Work with Financial Division members to facilitate update of operational policies and procedures
  • Prepare and send mail by overnight delivery, certified or courier as needed.
  • Collect and submit monthly expense reports for approval and processing.
  • Coordinate the review and signing of grants and contracts with the Grants Department
  • Work is performed in an office environment with the use of keyboards, phones, photocopiers, and other office equipment. Prolonged sitting and standing may be necessary.
  • Attend meetings and trainings on and off site as needed.
  • Local travel as needed.
  • Other related responsibilities as assigned.

QUALIFICATIONS

  • Bachelors preferred. Minimum 3 to 5 years of administrative support experience.
  • Proven experience supporting senior leadership.
  • Proficient administrative skills with attention to detail for composing, typing, and proofing materials, establishing priorities and meeting deadlines. Skilled in calendar management.
  • Exceptional written and oral communication skills.
  • Skillful with preparing, organizing, and accomplishing assignments with minimal supervision. Ability to make responsible decisions and manage multiple tasks.
  • Confidence working independently, exercising good judgment, maintaining confidentiality, demonstrating initiative, and making informed decisions.
  • Self-motivated with a high degree of integrity and professionalism.
  • Proficiency with the use of Microsoft Word, Excel, PowerPoint, Zoom, Microsoft Teams and Outlook.
  • Strong Internet search skills.
  • Ability to work additional hours as needed.

Our benefits are competitive and include a 403(b) savings plan and generous time off.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Visit us at: www.ccab.org.

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