Manager Of Office Operations

Position Description for Plus One Foundation, Manager of Office Operations and Volunteer Service

Job Description and Duties

Plus One Foundation is a small nonprofit organization based in Seattle dedicated to providing programing for the traumatic brain injury and neurological community. The Foundation is a fully remote office operation with regular in person events in the Seattle area. The organization is governed by a 11 member board of directors. The manager position is located in Seattle, has flexible hours, and maximum telework. The manager is a key member of the professional staff.  

The incumbent is highly organized and can work well both in teams and independently. The Foundation holds occasional Seattle based meetings that are in person that professional staff attends and has event responsibilities for. 

The position is an independent contractor expecting about 12-15 hours per week.

Reporting to the executive director, the manager is a key member of the professional staff. The responsibilities are varied and often fast paced to support the executive director and members of the board.

The manager develops and manages the intern program and maintains and coordinates all office and administrative functions of the Foundation. The manager works closely to provide support to board members, volunteers, and interns. The manager is the lead in serving as a mentor for the student internship program. 

Job Essential Functions

Intern and volunteer services management 

● Mentors student interns and fellows and grows and develops the intern and volunteer services 

Intern Management:

● Coordinates intern and volunteer recruitment, schedules interviews as necessary.

● Manages student interns and projects. Promotes an engaging and enjoyable work place for volunteers. 

Administrative:

● Provides reporting on accounts and activities regarding expenses and revenue. Works with bookkeeping and outside accountants on reporting and tracking. Schedules and attends and document meetings such as monthly board meeting.

● Assists with technology used to run the organization, including onboarding new users, training and serving as main point of contact.

● Manages paper and electronic archives and files; provides access as requested.

● Onboards new members and volunteers.

● Manages office including ordering office supplies, buying stamps, sending letters and packages, and general upkeep of any office space.

● Facilitates strong communication with volunteers and interns.

● Manages organization email account and responds to messages in a timely manner. Is the subject matter expert in all systems. 

Donor Management and Marketing:

● Processes and tracks all donations, makes deposits, and facilitates donor appreciation campaigns. Works closely and effectively with the donor officer and committee to ensure CRM is operating smoothly and efficiently. 

● Maintains correspondence and databases and coordinates electronic and direct mail communications.

● Prepares marketing materials as needed including flyers, signage, and posters as necessary. 

● Maintains Plus One Foundation website and facilitates support with our website host vendor. 

● Provides support for special events as necessary.

Support for Foundation Committees:

● Receives and coordinates grant applications for review by grants or program committee, tracks grant approvals, and processes.

● Provides support on financial and administrative functions including online banking, reconciliation, and pulling financial reports. Provides monthly financial reporting on account activities to the finance committee.  

Miscellaneous:

● Other duties as assigned by executive director, Chair and Vice Chair of Board.

● Be in house expert with Google Suite, Slack and office technology. with CRM (e.g. Network for Good), and bookkeeping software (e.g. Quickbooks), and web tools, and bookkeeping software (e.g. Quickbooks), and web tools (e.g. Squarespace) 

Schedule & Terms

Office hours are flexible with maximum telework options.

Meet weekly and as needed with the executive director and volunteers.

Responsible for assisting with surge activities and events often outside of normal work hours.