Office Manager

SUMMARY:

Twelveacres’ administrative office is located in Campbell, CA.  In addition to the Office Manager, the office staff includes the Executive Director, Program Director, Bookkeeper, Maintenance staff, and special project consultant.

The Office Manager’s role is to manage the day-to-day operations of the Twelveacres’ office, to assist the Executive Director with development and special projects, to coordinate Twelveacres’ communication, and to provide Program/resident administration support to Program management. Specific duties are listed below.

EXECUTIVE DIRECTOR SUPPORT:

Assist the Executive Director with Development / Fundraising efforts.

  • Coordinate foundation grant proposals, including writing and editing
  • Track and record donations in database
  • Manage the correspondence to and from donors.
  • Manage and keep current all mailing lists.

Assist with the publication of bi-annual Twelveacres’ newsletters

  • Write and edit newsletter articles
  • Manage photo archives
  • Coordinate newsletter layout with graphic designer and printer

Coordinate quarterly Board Meetings

  • Compiling and distributing board member agendas, action items, reading materials, meeting invitations, and meeting’s minutes
  • Oversee meeting phone/IT support, travel, meals/beverages and cleanup.

Provide administrative support

  • Coordinate travel/itineraries.
  • Provide administrative support including filing, typing, copying and proofreading.

Coordinate Twelveacres’ Annual Meeting

  • Liaison with facility point of contact for overseeing meeting logistics
  • Managing action item lists and timeline
  • Assisting Executive Director and Board with the agenda, presentations, and participants
  • Plan and set up the reception afterwards (furniture, food, drinks, etc…)

PROGRAM DIRECTOR SUPPORT:

Assist the Program Director with employee recruitment, orientation, and filing

  • Schedule fingerprinting, provide employment forms, schedule appointments, correspond with applicants and new hires.
  • Maintain and update the Human Resources office and personnel files.

Assist Program Director and House Managers with maintaining compliance with San Andreas Regional Center (SARC) and CA Licensing requirements

  • Coordinate timely completion of quarterly Individual Program Plan (IPP) progress reports, including edit recommendations for clarity and grammar
  • Schedule in-person IPP meetings with resident and IPP team members (resident’s conservator(s), Twelveacres’ management, SARC coordinator, and resident’s day program)

Assist Program Director with setting up resident appointments and meetings.

Support House Managers with monthly orders of supplies, food, and transportation

Coordinate travel/itineraries.

OFFICE MANAGEMENT DUTIES and RESPONSIBILITIES:

Oversee the daily office operations.

Compose clear and concise reports, memos, correspondence/emails and procedures.

Manage the inventory, ordering, storage, and distribution of the office supplies and equipment.

Assist with record retention activities including purging, archiving, and storing records.

Coordinate phone/IT requests

GENERAL:

Perform willingly other duties and special projects when requested.

Be organized, independent and self‑motivated, enthusiastic, detail‑oriented.

Consistently demonstrate accuracy, strong attention to detail, thoroughness, neatness and d­ependability to produce and complete assignments on or ahead of schedule.

Establish and maintain effective channels of communication with clients, co-workers, management, Board Members, contractors, vendors and all other business contacts.

Use equipment and materials in a safe and acceptable manner, following established safety procedures, use appropriate safeguards and observe common sense rules of safety in all on-the-job activities.

Conduct self in a consistent manner reflecting credit on Twelveacres and encourage others to do the same.

QUALIFICATION REQUIREMENTS:

A minimum of 3-5 years experience working in an administrative support position to an individual(s) in the executive capacity or applicable experience in managing special projects.

Language Skills:

  • Able to speak, read and write English fluently.
  • Strong proofreading and editing skills

Other Requirements:

  • Must be a practicing Christian Scientist, uphold the mission of Twelveacres, and convey a sense of respect and empathy for non-Christian Science beliefs.
  • Exceptional computer skills (word processing, spreadsheets, database management)
  • Even-tempered and able to adjust tasks in accordance with changing deadlines and priorities.
  • Strong interpersonal skills and ability to establish and maintain productive working relationships with a wide variety of people.
  • A neat, professional appearance.
  • Valid driver’s license and a DMV printout that meets Twelveacres DMV requirements.

WORKING CONDITIONS:

Working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Variations in conditions may occur under certain circumstances.

Environment:

  • Approximately 95% of the time performing job duties is spent indoors, within a standard office environment.
  • Residents do come into the office. These residents have varying levels of social and behavioral skills. It is not uncommon for residents to act-out emotionally/physically (yelling, scratching, hugging, kissing, hitting etc.). Employees must be able to successfully adapt to these behaviors and act appropriately in return.

Physical Demands:

  • Seldom (1–5%): drive, and reach above shoulders
  • Occasionally (6-33%): bend, twist, push, pull, climb, squat, crawl, and kneel
  • Frequently (34-66%): sit, reach with hands and arms; climb or balance; stand and walk; grasp with hands and fingers; and lift up to 20 lbs.
  • Continuously (67-100%): use hands to finger, handle or feel objects, tools, keyboards or controls; see (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus), hear and speak; key (i.e., computer, calculator, telephone); and lift (up to 10 lbs.).

Machines, Tools and Equipment:

  • Seldom (1–5%): automobile.
  • Occasionally (6-33%): copier, fax and 10-key calculator.
  • Frequently (34-66%): computer and telephone.
  • Continuously (67-100%): writing instruments.

Travel:

This job requires minimal routine travel within close proximity (Approximately 20 miles per month) to the regular assigned work location.