Part-time Office Manager
Friends of the Children is seeking a passionate committed leader to use their expertise, vision, and operational skills as we establish and grow our new chapter in Fargo-Moorhead. Our model is proven to break the cycle of generational poverty for children who face the highest risks by providing professional mentors to thousands of youth across the country. As our Part-time Office Manager you will support human resources, finance, information technology and other enabling functions to ensure operations are established and are running optimally.
The ideal candidate will have a smart head for business, an entrepreneurial spirit, and a soft heart for kids. They will be equally skilled at implementing efficient processes and intentionally developing collaborative relationships over time with trust, empathy, and healthy communication.
The right leader will be fiercely committed to equity and will ensure that every aspect of the organization’s mission is executed with full engagement of communities impacted by our work.
Are you this amazing professional? Here’s what we have to offer you:
- A committed Executive Director who will partner with you to establish and grow the organization.
- A strong, cohesive National team committed to innovation and high standards.
- A team of talented employees who are passionate about working together to create an extraordinary organization.
- Respect for work-life balance. You’ll work hard, and we expect you to recharge your batteries.
- A comprehensive benefit package.
- Most of all, you get to lead an exceptional organization that helps children facing incredible odds change their life story every day.
At Friends of the Children Fargo-Moorhead you get to think globally and act locally. We are a new chapter within a growing, established national network. As the Fargo-Moorhead Part-time Office Manager, you’ll receive expert support from our National team, which is located in Portland, OR. You’ll also work with a talented team of leaders from the other sites, who collaborate to support the award-winning National scaling plan.
Are you ready to use your skills to make an impact in the Fargo-Moorhead community? Are you currently looking for part-time work? See the position details below.
The following statements are intended to describe the general nature and level of work to be performed by individuals assigned to this position. They are not intended as a comprehensive list of all responsibilities, duties, and skills required of personnel so classified.
Basic Function / Position Objective:
The Part-time Office Manager supports the day-to-day functions of our office. The Part-time Office Manager is the first point of contact for people who call or visit, and is responsible for assisting the Executive Director and supporting the organization through a variety of administrative functions during regular business hours for approximately 20 hours per week. They excel at working as part of a small team, and effectively manages multiple projects and tasks, and keeps them on track.
Essential Functions and Responsibilities:
Ongoing organizational support:
- Serving as the first point of contact for people visiting or calling the organization, and directing them to the appropriate person for assistance.
- Maintaining an organizational calendar of events; managing executive schedules.
- Taking notes during meetings to track action items.
- Coordinating IT support with IT provider.
- Distributing mail and ordering office supplies.
- Developing and maintaining office procedures.
- Active participation in staff meetings and events, as required.
- Monitors the general email inbox and directs email to the appropriate parties.
- Other projects as assigned.
Supporting the Executive Director on projects like (but not limited to):
- Preparing grant attachments, maintaining grant tracking, and facilitating communication between staff and the National finance group.
- Completing and maintaining official registrations and contracts.
- Preparing deposits, invoices, and accounts payable for the National finance group to process.
- Maintaining organizational records and inventory of key documents.
- Coordinating with Friends National for meetings, compliance, and information sharing.
- Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.
- Planning employee appreciation events.
Supporting the Development Team with projects like (but not limited to):
- Donation processing and updating donor records.
- Preparing mailings to donors.
- Special event registration and logistics.
- Attendance and support at special events.
Supporting the Program Team with projects like (but not limited to):
- Staff event logistics, including scheduling, reservations, registrations, and catering.
- Food and program supply purchases.
- Assistance with surveys and data collection.
- Assistance with reimbursement process.
Human Resources functions like (but not limited to):
- Developing and implementing processes and procedures.
- Developing and maintaining work plans.
- Recruitment management and posting jobs.
- Answering employee questions about benefits, organizational policies and procedures.
- Ensuring that employee paperwork is completed and properly stored.
- Performing all necessary background checks and maintaining confidential records.
- Supervising new employee onboarding.
- Researching and selecting employee benefits for Executive Director final approval.
- Managing employee benefit enrollment and renewal processes.
- Coordinating regular trainings for staff.
- Promoting an accepting and transparent workplace.
- Researching and selecting contractors as needed.
- Communicating with the landlord about safety issues and space concerns.
- Providing the Executive Director with final options for projects.
- Communication with vendors, brokers, and contractors.
- Coordinating and overseeing facility expansions or updates.
Required Experience, Skills, Education, and Knowledge:
- A minimum of two years of administrative experience in a small office.
- Proficiency in Microsoft Word, Excel, and Outlook; familiarity with databases and office functions.
- Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
- Excellent written communication skills and attention to detail and accuracy.
- Highly organized and dependable; ability to work independently and maintain composure under pressure.
- Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
- Ability to maintain confidentiality, use good judgment, and follow procedures.
- Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend), including our annual event (Saturday daytime/evening).
Preferred Experience, Skills, Education, and Knowledge:
- Completion of two years of college or more strongly preferred.
- Familiarity with nonprofit organizations.
- Basic knowledge of fundraising and events.
- Database experience, donor databases preferred.
- Experience working with children and families.
- Experience working in a fast-paced start-up small business
Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled.
Friends of the Children is growing rapidly as communities across the country are experiencing the power of how “One” changes a child's story: One Friend. One Child. 12 ½ years. No matter what. #ThePowerOfOne
To learn more about Friends of the Children go to: https://friendsofthechildren.org/