Office Manager - Hamiliton Families

$60,000 yearly
  • Hamilton Families
  • San Francisco, CA, USA
  • Sep 13, 2020
Full time - Permanent Admin-Clerical

Job Description

PROGRAM: Administration

REPORTS TO: Director of Administration 

WORK SCHEDULE: Monday-Friday, 40 hours/week

 STATUS: Full-time

CLASSIFICATION: Exempt

UNION REPRESENTATION: No

DRIVING REQUIRED: Yes

About Hamilton Families:

Our mission is to end family homelessness in the San Francisco Bay Area. Established in 1985, Hamilton Families is San Francisco's leading service provider to families experiencing homelessness, with strategically designed programs to prevent homelessness, provide shelter and stability, return families to permanent housing, and support the well-being of children experiencing homelessness. We currently operate these programs across six sites in San Francisco and Oakland. For more information, visit www.hamiltonfamilies.org.   

Program and Position Overview

Reporting to the Director of Administration, the Office Manager is an essential ally in helping to ensure that employees of Hamilton Families have the tools and resources needed to provide excellent service to the families we serve, while providing comfortable, safe and welcoming work environments to staff, visitors and volunteers, and present Hamilton Families as a high quality organization and employer. The ideal candidate will be skilled at communicating successfully with a variety of stakeholders. The ideal candidate will possess resourcefulness and initiative, excellent people skills, superior written and verbal communication abilities, ability to work both collaboratively and independently, and the ability to effectively multi-task.

Primary Duties and Responsibilities 

•    Provide administrative support to the Director of Administration, Chief Operations Officer, Chief Financial Officer, and Chief People Officer in coordinating scheduling and execution of meetings and events, compiling, preparing and distributing information, taking and distributing meeting minutes, and other tasks as requested.

•    Coordinate with Hamilton Families’ phone support providers to deploy and track VOIP and mobile phone equipment and services to employees across all Hamilton Families locations; assign phone extensions and instructional packets to new employees and assist in orientation and troubleshooting related to phone staff services, including teleconferencing, videoconferencing, and mobile and desktop applications;

•    Update staff phone and email directories monthly.

•    Staff Supervision and Development:  Responsible for providing overall team leadership, supervision and management of administrative assistant staff; Hire and manage administrative staff in accordance with HF personnel policies and procedures; Oversee and facilitate staff onboarding and development; Maintain and promote the cooperative, harmonious, teamwork environment HF strives to foster within the workplace.

•    Support leadership in work on initiatives and projects. Appropriately manage sensitive and confidential organization information.

•    Oversee calendars and schedules on behalf of organization leadership.

•    Support and attend leadership and team meetings as well as participate in trainings, and committees as assigned. Provide meeting related materials to attendees. Take and distribute meeting minutes.

•    Assist with the gathering of information for organization status reports and dashboards. Support analyses on data related to organizational performance, as needed. Assist Chief of Staff with the gathering of data for board of directors and board committees meeting. 

•    Serve as a thought partner with leadership and team members on systems and process improvements. Support HF’s continuous improvement efforts.

•    Compose and distribute program and organization communications, as appropriate.

•    Act as a liaison between Hamilton Families staff and building management, IT support, and other contractors. Coordinate with Hamilton Families’ technology support provider and program managers to deploy and track computer equipment across all Hamilton Families locations. Troubleshoot and order copier maintenance for the administrative office as needed.

•    Manage the data entry of the vehicle fleet software system

•    Order business cards for new hires and re-order business cards as needed.

•    Order office supplies for the administrative office weekly.

•    Review, confirm, and code vendor invoices in preparation for approval by the Director of Administration.

•    Collect and distribute mail daily for administrative and development staff; complete daily income logs in coordination with the Development and Fiscal departments.

•    Support the Chief of Staff to organize all-staff meetings and events, including reserving venues, ordering food and supplies, printing and distributing materials, booking facilitators, etc.

•    Design and manage work systems and work processes, gather and analyze information, and maintain and improve tracking to continually measure and improve efficiency and fiscal accountability. 

•    Adhere to Hamilton Families’ mission and values; communicate and collaborate respectfully and effectively while maintaining appropriate boundaries with diverse staff and participants experiencing homelessness.

•    Other duties as assigned.

Qualifications, Skills and Abilities

•    Minimum 3 years’ experience performing duties outlined above; Bachelor’s degree preferred.

•    Excellent written and verbal communication skills; strong ability to communicate successfully across all levels of the organization.

•    Proficient in Microsoft Office and Adobe applications (e.g., Outlook, Word, Excel, PowerPoint, Acrobat, etc.). 

•    Self-directed; able to demonstrate initiative and to work successfully as a project leader or team member.

•    Exceptional organizational and time-management skills; able to successfully meet deadlines.

•    Able to cultivate partnerships with funders, contractors, and vendors while representing Hamilton Families in a professional manner. 

•    Able to analyze situations, recommend and implement solutions, exercise sound judgment, and handle multiple tasks simultaneously while maintaining composure under pressure.

•    Sensitive to the needs of families experiencing homelessness; able and willing to work with diverse staff and program participants.

•    California Driver's License required. 

•    Essential job functions include using a telephone and working at a standard computer terminal; able to perform job duties with reasonable ergonomic accommodations; able to sit and stand for long intervals, reach, bend, lift and carry up to 40 pounds, and walk up and down stairs several times a day.

•    TB (tuberculosis) clearance and documentation required post-offer.

•    Criminal background check and fingerprint imaging required post offer. 

Compensation and Benefits  

Great benefits: Hamilton Families (HF) offers excellent medical, dental, and vision coverage, plus tax-advantaged Flexible Spending Arrangements for Health Care and Dependent Care. Employees also have the chance to earn up to $180 per calendar year for participating in various wellness activities and can participate in partnership discounts with various YMCA and 24-Hour Fitness locations. Additionally, HF offers tax-deductible commuter benefits that can be applied to public transit, parking, and ride sharing services like Lyft Line and Uber pool. 

Growth and leadership opportunities: The work at HF is designed for individuals to follow their passions and commitment to community. HF takes professional development seriously and offers coaching and training opportunities at every level. A role with the Stability team is great for an individual who is interested in exploring community based nonprofit work, social work, or mental health disciplines. We also offer a $1,000 tuition reimbursement to employees each year (after 12 months of employment) and offer dozens of internal and external trainings for staff at every level annually. 

Time off:  HF employees enjoy generous benefits including 11 paid holidays, 3 weeks of vacation and 2 weeks of sick time per year. 

Long-term benefits: HF offers an employer-matched 403(b) retirement plan, tuition reimbursement, and other great long-term benefits!  

 Application Procedure 

•    Apply at  https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?ccId=19000101_000001&cid=5b799059-d877-41e9-8e9c-e28ff45e48bf&jobId=359933&lang=en_US&source=CC4

•    Please attach your resume and a brief letter of interest.   

•    No faxes or phone calls.   

•    Hamilton Families is an Equal Opportunity Employer.  Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.  

•    Diverse candidates encouraged to apply.