Office Manager

Position: 
Office Manager
Employment: 
Full time
Location: 
Denver, CO
Organization Name: 
Boettcher Foundation
Application Deadline: 
Friday, December 10, 2021
Job Description: 

The Office Manager is responsible for day-to-day management of Foundation operations, to include office/facilities operations and IT management, supports executive leadership with human resources administration, operational requirements, and manages special projects as assigned by the Vice President / Chief of Staff.

DUTIES AND RESPONSIBILITIES

Office/Facilities Management

  • Manage day-to-day operations of phone system, technology and office equipment including acting as liaison with the vendors
  • Manage office facilities in coordination with building management as needed and serve as primary point of contact for all office maintenance issues, parking requirements, and rent payments
  • Manage office-wide fixed assets; maintain inventories, manage property acquisitions, removals, and repairs in a timely manner
  • Manage office-wide conference room, out-of-office, and events calendars
  • Audit, order, organize and maintain all office supplies, technology, furniture, groceries, kitchen supplies and materials
  • Serves as primary point of contact for staff and vendors for daily office operations
  • Maintain all public spaces and the storage area
  • Conduct professional and warm interactions with both internal and external stakeholders; greet, welcome, and assist all visitors
  • Perform daily office opening and closing duties in a timely manner
  • Respond to all incoming telephone, email, and mail communications, handle as necessary or forward to appropriate staff
  • Act as office notary for all necessary documents
  • Provide support for internal and external meetings; including logistical set-up, catering, location, and any other needs that arise

IT Management

  • Manage all 3rd-party operations and IT consultants and vendors, to include office equipment, computer hardware, phones systems, teleconferencing equipment, and associated software
  • Coordinate conference room meetings and support set up (IT and AV equipment) of conference rooms for hybrid and/or virtual meetings
  • Monitor and serve as first point of escalation for staff issues, complaints, and challenges as it relates to computer and IT systems reviewing and troubleshooting any trends
  • Serve as primary administrator of Foundation’s phone system and software
  • Ensure and monitor data retention and cybersecurity procedures to provide protection of the Foundation’s assets

Human Resources Administration

  • Support the Vice President / Chief of Staff with the annual performance review process; ensure meetings are held with supervisors and signed performance reviews and individual performance plans are filed in personnel files
  • Monitor local, state, and federal legislation to ensure HR policy and procedures are in legal compliance
  • Ensure HR policies, procedures and the employee handbook are reviewed and updated annually for approval by the Vice President/Chief of Staff
  • Primary point of contact for all vendors relating to human resources including benefit brokers
  • Manage the recruiting and interview process when necessary: post job announcements, coordinate and participate in interviews, and manage the selection process including background checks and offer information
  • Manage the onboarding process for new hires
  • Process and administer all forms and documentation for resignations, retirements, or terminations
  • Plan and coordinate birthday, and anniversary celebrations

Operations Management

  • Support the Vice President / Chief of Staff in all aspects of the Foundation’s operations and managerial support functions, and complete tasks and correspondence as requested
  • Manage the annual operations budget
  • Manage the benefit programs, including enrollment and administration, and educate and inform staff of current and new benefit programs as needed
  • Manage the Foundation’s policy and procedures software system (Salesforce)
  • Manage the Foundation’s Business Risk Insurance renewal process
  • Manage the Foundation’s Record Retention Policy
  • Ensure electronic records are well-maintained and in accordance with the electronic file guidelines; coordinate annual maintenance of electronic files with staff, including quarterly data management days
  • Coordinate and complete special projects as assigned

Requirements/Qualifications

  • Associate degree or 3+ years of equivalent experience.
  • HR experienced required
  • Advanced computer skills using Microsoft Office and office A/V technology
  • Excellent organizational and project management skills with attention to detail
  • Strong interpersonal, verbal, and written skills
  • Ability to be licensed as a Notary Public

Compensation: 

Base salary from $55,000-$70,000 per year

Benefits: 

The Foundation currently offers medical, dental, vision, life insurance, long-term disability insurance benefits, and 401(k). Time off benefits include PTO, sick leave, paid holidays, and bonding leave, along with an educational assistance plan.

Please send a resume and cover letter via email to Audra@boettcherfoundation.org by 5:00 pm on December 10th.