JOB SUMMARY:

The Office Manager is responsible for supporting the efficient operation of the day-to-day business of CARE USA's Washington DC office and the NYC office. Washington DC office is the second largest office in US with 70+ registered users and many events. NYC office opened in October 2022 and plays an important role in fundraising. This key position ensures the smooth functioning of CARE USA offices including serving as liaison with the building management, managing the shared office budget, ordering supplies, coordinating office space, ensuring office equipment (including IT facilities) are in good working order, and supporting in-office meetings and events.

Because the DC and NYC offices are multi-function offices with staff from several departments, this position touches all aspects of the organization including Advocacy, Fundraising and Marketing, and Program, Partnership and Learning. The office manager is the liaison between the local offices, HQ, regional and CI offices to provide any necessary support or guidance related to HR, procurement, finance, donor services, Digital, events and other aspects of logistics. The office manager provides efficient operations of the day-to-day business and ensures that colleagues have an environment that optimizes productivity while maintaining budgets, morale and the overall vision of the organization. The office manager also helps to orient and provide oversight to local interns and fellows as needed and possible.

This Office Manager reports to the Chief Information Officer, CARE. This position is in the CARE USA Digital function and has many career growth opportunities to gain skills like project management, technology support, and business analysis.

RESPONSIBILITIES:

• The Global Leadership Team (GLT) members in the DC office are supported by their own support staff. The office backs-up the GLT support staff and provides assistance for leadership team located in DC and NYC such as scheduling and preparing rooms for meetings and processing expense reports. Provide administrative support to CEO and other guests while in the local office.
• Train new employees on CARE systems and processes and equipment. Serve as office point of contact with IT and assist with troubleshooting and connectivity issues. Generate purchase requisitions for equipment.
• Help on-board new employees, and interns and fellows as needed and possible. Execute a pro-active on-boarding policy and procedure, including physical workspace, so incoming colleagues feel welcomed and ready to do their jobs. Assist staff with completion of necessary HR processes and forms. Collaborate and follow up with HR for all HR related questions, forms, procedures. Answer inquires about payroll, timesheets for hourly staff, Payroll System, and Timesheet processes. Provide exit procedure to departing colleagues in conjunction with HR and IT(email, phone, other access).
• Draft and disseminate internal weekly email to keep staff apprised of current office information and events. Utilize MS Office calendar management for the scheduling of conference rooms while providing the necessary set up logistics, including setting up and breaking down. Collaborate with Procurement manager to handle CARE's lease requirement, ensuring compliance of building insurances coverage and support maintenance to ensure facilities ratings. Serve as liaison with building management team to ensure office space is kept in satisfactory operational order including but not limited to building management.
• Create and manage the budget for the DC and NYC offices. Track the budget and expenditures to monitor and evaluate office expenses on a monthly basis. Enter shared budget into BudgetMate and review budget and account information for accuracy in PeopleSoft. Research expense variances and coordinate with Finance to initiate corrective actions while maintaining vendor relations. Process corporate card and facility invoices monthly, submit invoices weekly support colleagues on financial matters and questions for the DC and NYC office.
• With direction from the event lead, assist with internal events and activities that help meet program, fundraising, advocacy, and awareness goals. Assist with external events in DC and NYC as needed and available. Assist with scheduling visiting guests and colleague's itineraries. Assist with packaging and shipment of required event materials and ordering of supplies, CAREWear, CARE programs and project items in preparation of events. Organize and manager registration desk for CARE National Conf.

QUALIFICATIONS:

• Bachelors Degree.
• 2 years providing administrative support, event planning or similar experience. 3 years in administrative task management, project planning & implementation.
• Experience in developing and directly managing budget and expense accounts.
• Demonstrated ability to oversee interns and volunteers.
• Intermediate to advanced knowledge of Outlook, Word, Excel and Power point.
• Familiarity and ability to use fundraising information and financial management systems.
• Capabilities in relationship management and building teams.