Office Manager

Safe Harbor; Virginia (MN); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

PTO

Paid holidays

Health insurance

Vision insurance

Dental insurance

Life insurance

401K match

Job summary

Safe Harbor is seeking an Office Manager to oversee daily office operations, coordinate staff and vendors, and support the Executive Director and Leadership Team. The role combines administration, compliance, and facilities management to ensure a smooth, welcoming workplace and accurate record-keeping.

The successful candidate will demonstrate strong organizational skills, effective communication, and the ability to manage multiple tasks in a nonprofit setting, aligning with Safe Harbor's

Qualifications

• Bachelor's degree in Business Administration or previous experience in a comparable administrative or office management role within a nonprofit, healthcare, or human services setting.
• Strong organizational and communication skills, with attention to detail and the ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Operations Management: Oversee the daily office activities, implement procedures, ensure compliance with internal policies and requirements, and identify areas for workflow improvement.
• Administrative Support: Assist leadership with scheduling, correspondence, reports, office supplies, IT and materials orders, presentations, document preparation and organization.
• Retrieve agency mail from the post office a minimum of three times a week.
• Attend leadership, staff and board meetings to record minutes.
• May assist the development department with in-kind donation receipt and acknowledgement and event support.
• Board of Directors Support: Assist the Executive Director in maintaining relationships with board members, maintain Board Member information and materials.
• People Operations Support: Help leadership with the recruitment of staff and assists with the onboarding of new hires. Help support coordination and communication between various staff functions and teams.
• Facility & Vendor Management: Maintain a safe environment, manage office upkeep, liaison with vendors and building maintenance to uphold the community office space
• Data & Confidentiality: Ensure accurate data entry and uphold strict confidentiality standards related to staff, donors, and clients.

Skills

Organization

Time management

Problem solving

Communication

Attention to detail

Multitasking

Education

Bachelor's degree in Business Administration

Job description

Role Description

The Office Manager oversees Safe Harbor’s daily office operations, ensuring smooth office and administration functionality by handling administrative tasks, managing supplies, coordinating staff/vendors, supporting the Executive Director and the Leadership Team, and maintaining a positive environment. This position combines facility and office management, people coordination, administration, and compliance requirements. Key duties include managing schedules, communicating with staff, ordering supplies, maintaining records, implementing procedures, data entry, supporting events, and other duties as assigned.

The Office Manager must be able to deliver agency services and initiatives in a culturally sensitive manner specific to the person’s race, religion, color, sex, age, national origin, disability, ethnicity, sexual orientation, gender, gender identity or expression.

Responsibilities

• Operations Management: Oversee the daily office activities, implement procedures, ensure compliance with internal policies and requirements, and identify areas for workflow improvement.
• Administrative Support: Assist leadership with scheduling, correspondence, reports, office supplies, IT and materials orders, presentations, document preparation and organization.
• Retrieve agency mail from the post office a minimum of three times a week.
• Attend leadership, staff and board meetings to record minutes.
• May assist the development department with in-kind donation receipt and acknowledgement and event support.
• Board of Directors Support: Assist the Executive Director in maintaining relationships with board members, maintain Board Member information and materials.
• People Operations Support: Help leadership with the recruitment of staff and assists with the onboarding of new hires. Help support coordination and communication between various staff functions and teams.
• Facility & Vendor Management: Maintain a safe environment, manage office upkeep, liaison with vendors and building maintenance to uphold the community office space
• Data & Confidentiality: Ensure accurate data entry and uphold strict confidentiality standards related to staff, donors, and clients.

Qualifications

• Strong organization, time management, autonomous problem-solving, communication, attention to detail, and multitasking abilities. Ability to effectively communicate and collaborate across different teams and their leaders.
• Education: Bachelor's degree in Business Administration or previous experience in a comparable administrative or office management role within a nonprofit, healthcare, or human services setting.

Benefits: PTO, paid holidays, health, vision, dental, and life insurance, 401K match