Job Classification: Non-exempt
Job Status: Full-time, 40 hours per week; benefits include paid health insurance, parking, PERA, optional employee 401(k) and 457, dental, vision and insurance plans
Reports to: Executive Director
The Scientific and Cultural Facilities District (SCFD) is seeking an Office Manager. The successful candidate will be an individual who possesses integrity, reliability, demonstrates initiative, enjoys closure, and is conscientious, organized and takes responsibility for a job well done. This position requires an ability to manage stress in a fast-paced organization coupled with an ability to see what needs to get done and take the initiative to do it. It also requires the ability to work effectively in a small team setting and the capacity to solve problems productively. This individual will pay close attention to detail to ensure operational efficiency, accuracy, credibility and strong customer service. An interest in the arts and/or sciences, sense of humor and positive attitude are also helpful. Must be available to work occasional evenings and weekends.
Required Core Competencies:
- Understand, implement and follow policies and rules and effectively communicate these to others
- Develop intrapersonal and interpersonal relationships with a variety of external individuals and organizations
- Ability to use discretion with confidential and sensitive information and documents
- Exemplary organizational skills and attention to detail, both in written and verbal communication
- Skilled in Microsoft Office Suite, Constant Contact, and website maintenance
- Proficient in writing, editing and proofreading; including grammar, punctuation and spelling
- Strong oral communication skills in a variety of settings and group sizes
- High level of professionalism with a strong work ethic; accountable and responsible
- Excellent customer service skills
- Ability to work with and support multiple team members
- A creative mind with ability to suggest improvements
Board Management (30%)
- Establish annual board meetings schedule, and manage all aspects of monthly and special public board meetings to include venue logistics, lunch orders, and required equipment
- Copy, assemble and distribute monthly board meeting packets
- Take and transcribe minutes of board meetings, obtain signatures on minutes and other documents
- Gather Board RSVPs to various events
Executive Assistance (20%)
- Assist in scheduling meetings for the Executive Director and ensure his/her calendar is accurate and up-to-date
- Assist in logistics of travel arrangements for out-of-town conferences/meetings
- Provide support as needed
General Administration (30%)
- Maintain and facilitate daily operations during office hours, 8:30-5:00 p.m.
- Provide administrative support to SCFD board and staff in a small team, high output environment
- Monitor and order supplies, keep all office equipment in working order to support office efficiency and productivity; distribute in-coming and prepare out-going mail, record and replenish postage
- Maintain and update website and other information systems, including hardware and software
- Maintain public records, public requests for information and other documents; post meeting notices
- Coordinate creation and execution of free day cards with Tier I organizations
- Manage office calendar and rentals of SCFD marketing materials and mascot costumes
- Troubleshoot office equipment problems and coordinate with IT contractors to rectify issues
- Reconcile company credit card and receipts on monthly basis
- Design and update filing systems and office procedures
Grant Management & Communications (20%)
- Support grant fund distribution process including maintaining and updating website calendars, posting guidelines, directions, and other application materials
- Field questions from grant applicants and cultural council members and direct them to appropriate staff
- Provide support for annual grant workshops and trainings
- Compile and distribute a variety of communications, e.g. monthly newsletter, press releases
- Manage electronic communications and provide information to the public, constituent organizations, and county cultural councils
Educational and Work Experience:
- Minimum of a Bachelor’s Degree and at least two years administrative work experience in a fast-paced, professional office setting
- Experience and/or exposure to grant making processes is preferred
- Knowledge of the SCFD a plus
- Valid Colorado driver’s license with good driving record
- Bilingual: English/Spanish preferred
NOTE: Duties, responsibilities and accountabilities may be modified at any time. This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.
Physical Demands: Sedentary to moderate physical work depending upon assignment; may require ability to lift up to a maximum of 50 pounds; may require lifting and carrying objects, regular standing, and walking; may require bending, stooping, pushing, pulling and climbing; eye/hand coordination for computer operation; may require eye/hand/foot coordination for operation of motor vehicle; vision to read reports and other written material; frequent speech and hearing to maintain communication with employees and constituents.
Work Environment: Works in a clean, quiet, comfortable environment.
Equipment Used: Standard business and professional equipment and tools including computers.
Please email cover letter and resume to firstname.lastname@example.org with the subject “Office Manager Position.” No phone calls please. Applications will be reviewed on an ongoing basis until the position is filled.
The Scientific and Cultural Facilities District is an equal opportunity employer. The SCFD serves a diverse cultural community and public, and encourages applications from individuals of all backgrounds.