Office Manager & Volunteer Coordinator

The Office Manager and Volunteer Coordinator position is responsible for the onsite overall front office administrative and customer service duties, including incoming call and email management, mail distribution, purchasing/ invoicing dissemination within the accounting system, housekeeping vendor management, and direct administrative support to the Executive Director as well as Senior Director of Development and Communication, The role will also work with the Volunteers engaged by way of assisting with applying through Volunteer Hub, coordinating assignments with area leaders, onboarding facilitation, and onsite event presence. Incumbent will have continuous direct interface with internal and external constituents as well as Ladew’s Board of Directors that should be carried out in a manner that exemplifies the Ladew Way of excellence with all interactions.

Dutiesandresponsibilities

• Provides direct administrative support to the Executive Director, Board of Directors, Senior Director of Development and Communications as well as assists Accounting as needed.
• Serve as first point of contact for Ladew’s phone information line as well as information email account. Responds timely, courteously, and expeditiously to all inquiries and performs follow-up as necessary to facilitate closure to all matters.
• Management of incoming and outgoing mail to include review and appropriate distribution internally, creation of daily deposit with corresponding duplicate copies, and general correspondence responses on behalf of the Executives and/ or other leaders as assigned.
• Coordinates maintenance and alteration of office areas and equipment, to include phone system, copier, fax machine, etc., and housekeeping of applicable facilities.
• Maintains adequate supply purchases related to office supplies, office equipment, furniture, etc. in accordance with Ladew’s purchasing policies and budgetary restrictions.
• Serves as internal liaison with technical support contracted resource.
• Serves as primary coordinator for all volunteer recruitment, onboarding, and assignments.
• Maintains onsite presence for large events and manages the assigned volunteers during such events.
• Participates as needed in special department projects.

Qualifications:

• Associatedegreeorequivalentworkexperienceinarelevant setting.
• 3-5yearsofexperienceinsupportingrelated functionsanddirectlymanaging related duties.
• Specificexpertiseinstellarcustomer to all levels of an organization and the general public.
• Experience with donor systems such as Altru as well as Volunteer systems such Volunteer Hub or related technology systems.
• Proficient in MS Office to include Word, Excel, Powerpoint and Sharepoint at an intermediate or above level.
• Experience with Executive calendar management to include meeting set up, responses to inquiries, and ensuring alignment with assigned Executive.

Competencies

• Organization and planning skills
• Communication & Relationship Management
• Exemplary Customer service
• Ethical Conduct
• Technical Capacity in new technologies