Position: Office Manager, FTE
Company: Fostering Media Connections
Location: Downtown Los Angeles, CA
Compensation: $35,000 – $39,000 DOE
Organizational Summary
Fostering Media Connections harnesses the power of journalism to advance child welfare and juvenile justice reform by covering emerging solutions to the systems’ challenges. We accomplish this mission through strict adherence to solution-based journalism. First, we report and produce our own coverage, which is published in The Imprint. We then market those stories to mainstream and niche media outlets in an effort to change the overarching foster care and child welfare narrative towards solutions, not simply problems. We also train student journalists, policymakers and social workers in solution-based journalism, and share our expertise with professional reporters. Finally, we are connecting the national youth services field through The Imprint to increase its collective impact.
Position Purpose and Summary
The Office Manager (OM) supports the company’s operations by maintaining office systems. Office Manger reports to the Executive Director, and works with all other FMC staff. The position supports internal administrative functions of the organization by enhancing internal processes and infrastructure that will allow the organization to continue to grow and fulfill its mission. The OM assists with oversight and management of the day-to-day administrative and general office functions of the organization.
Essential functions: the duties listed are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Office Manager General Job Duties
- Handle receptionist functions: answering and transferring phones calls, provide general support to visitors, managing incoming and outgoing mail and packages
- Maintain office equipment and furnishings and the appearance of the office
- Communicate with the building management to resolve facilities and maintenance issues
- Handle office inventory and ordering of office and kitchen supplies
- Provide logistical support for staff meetings, board meetings, and organizational special events
- Database management
- Maintains office operations and procedures; collecting invoices and reimbursements; designing filing systems; assigning and monitoring clerical functions
- General office filing; purging past and inactive files, maintenance filing systems to improve general organization of records
- Manage general voicemail and email inquires
- Manage/organize files on organizational server
- Keep copier clean/maintained, and replenish copier paper/toner
- Develop and facilitate initiatives that contribute to long-term operational excellence
- Maintain a clean and organized workspace; ensure the office operates in a safe, organized, and efficient manner
- Collects and files W-9 employment forms, tax documents and financials (work with bookkeeper)
- Manages the Executive Director’s meetings and calendar
- Assists with setting up travel, hotel accommodations and car rentals
- Assists with annual reports, financial reports, and gathering data
Basic Financial Support
- Manage petty cash
- Handle accounts payable
- Assist with the preparation of documents for organizational and program audits
Fundraising
- Prepare FMC informational packets for ED meetings
- Prepare materials such as fundraising envelopes, bid sheets, programs, call sheets, and guest list, etc.
- Monitor and organize budgets, expense reports, or other financial data for fundraising
- Assist with event logistics
FMC Board of Directors
- Schedule FMC Board meetings quarterly and assist with creating meeting agendas, action items and preparing documents and emails to Board of Directors
The Imprint
- Updating and inputting event listings and job postings
- Collects, organizes and systemizes quarterly goals for funder reports and annual reports
Sales and Customer Service
- Troubleshoot issues impacting Chronicle of Social Change subscribers and Blogger Co-op members
- Answer the phone and respond to questions
- Communicate with subscribers and website visitors with questions via email and phone
Skills & Qualifications
Candidate must be organized, detail oriented, a multi-tasker, a problem-solver, possess strong interpersonal, communication and written skills, be team-oriented, strive for a high quality of work, be self-motivated, professional, adaptable, punctual, and dependable.
Requirements
- Education and/or Experience – Bachelor’s degree with a minimum of two years related experience in office administration preferred. Will accept a combination of experience and education in lieu of a degree.
- Knowledge, Skills and Abilities – Comprehensive knowledge of standard office practices, procedures, equipment, and techniques; excellent organizational, managerial, and communication skills. Ability to plan and achieve annual goals and objectives.
- Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Computer Skills – Experience with and knowledge of computer operation; knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).
HOW TO APPLY
If this sounds like a great fit for you, please submit your cover letter and resume to Christie Renick at [email protected].