Office Manager/Volunteer Coordinator

Position Title:     Office Manager/Volunteer Coordinator           

Position Summary

The Office Manager/Volunteer Coordinator works as an integral part of the Administrative-Operations team to ensure that Green For All’s office operations are as smooth and effective as possible. The Office Manager will be responsible for maintaining and improving operational systems and processes, supporting the administration of the organization, managing organizational communication processes, and volunteer/intern management. The Office Manager will ensure that core day-to-day tasks are accomplished to generate and maintain an operational infrastructure supportive of G4A’s mission.

Primary Responsibilities

General Office Management
•    Ensure that day-to-day office operations are carried out in an efficient and
timely manner
•    Oversee office/systems set-up and management including office equipment, ordering of supplies, and mail sorting/distribution.
•    Act as internal champion for maintaining a green office including recycling, energy use, and resource use and allocation.
•    Act as central contact for management of and communication with vendors
•    Manage all filing and hard file maintenance as needed.
•    Maintain G4A’s master calendar of activities
•    Manage organization’s phone system (field incoming calls, update phone greetings and settings, etc.) and conference call system.
•    Work with Finance Director to manage office budget, including tracking expenditures
•    Support Finance Director and Admin-Ops team as needed.
•    Support Human Resources team, including managing commuter check benefits and job posting accounts
•    Work with the Administrative Assistant to support on-site meeting and event needs including food ordering and resource management.
•    Develop and promote standards around office cleanliness
•    Manage the upkeep of shared spaces (including meeting spaces, kitchen, front office) and shared resources (flexible workstations, computers, phones, etc.)

Interoffice Communications Management
•    Work with other departments to develop an appropriate response system to general & specific inquiries.
•    Communicate with staff about their office needs in a proactive and responsive manner.
•    Ensure that all inquiries are responded to in a timely and friendly manner.
•    Work with Salesforce Administrator to integrate office & database protocols
•    Maintain & update documentation on systems and processes for capacity building, training and management purposes (through G4A’s wiki, server, and inter-office communications)
•    Support program related activities as appropriate

Volunteer and Intern Resources
•    Implement, communicate, and manage a standardized process for internal requests for volunteer resources from all G4A teams.
•    Source and recruit volunteers and interns based on resourcing needs
•    Plan, schedule, and coordinate internship program, volunteer work, meetings, and training.
•    Set expectations with staff project supervisor regarding volunteer supervision process and management.
•    Communicate with designated project supervisor to evaluate volunteer match with project and subsequent performance.


Experience & Qualifications Requirements
•    Enthusiasm for office management!
•    Bachelor’s degree with preferred experience and/or strong desire for community service and grass-roots collaboration with community in non-profit/environmental sector.
•    Minimum of three years experience.
•    Demonstrated ability to receive direction and feedback while working independently
•    Ability to multi-task in an evolving and fast-paced environment.
•    Demonstrated ability to work accurately under pressure
•    Demonstrable commitment to creating and maintaining a work environment reflective of G4A’s mission and philosophy.
•    Skill in organizing, triaging and prioritizing tasks, with reliable and consistent work performance.
•    Highly resourceful, organized and attentive to detail.
•    Creative problem-solver with ability to multi-task and delegate as needed.
•    Solid administrative and people management experience.
•    Ability to communication verbally and in writing to diverse groups of people, internally and externally, in a clear, concise, and helpful manner.
•    Ability to work well independently and as part of a team.
•    Willingness to work flexible hours, including occasional weekend and evening hours
•    Multi-cultural and multi-lingual a plus
•    Valid California driver’s license, insurance, and reliable access to transportation.

Start Date: ASAP. (Goal start date 3/15/09)

Green For All is an Equal Opportunity Employer. Green For All strives to reflect the diverse community it serves. Applicants who contribute to this diversity are strongly encouraged to apply.