Office and Events Manager

The Healing Trust

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Job Summary

The Healing Trust is a 501(c)(3) private foundation. Our mission is to support and partner with communities to advance racial equity and eliminate health disparities through advocacy and strategic investments. The Healing Trust furthers the work of non-profit agencies providing health related services to populations in Middle Tennessee who are marginalized due to power systems such as sexism and racism that produce inequitable opportunities and outcomes.

For more information, please go to the website http://healingtrust.org.

Position Summary:  The Office and Events Manager position is an important member of a small and effective philanthropic organization.  The Office and Events Manager oversees the operation and maintenance of facilities and manages the logistics related to events held at The Healing Trust. The position develops, recommends and implements policies and procedures for office operation and maintenance of all facilities. The Office and Events Manager coordinates events and works with the Program Assistant on the building logistics related to the Healing for the Healer and Peer Circle programs. This position provides administrative support to the Board of Trust and the CEO.

As with all jobs at The Trust, the Operations Manager is expected to be an active and supportive team member who lives the values of The Healing Trust.

Job Responsibilities

Office Management  

• Manages the reception area to ensure effective communications (phone, mail, vendors, visitors, guests) both internally and externally to maintain a professional image for the organization
• Supervises the maintenance of office areas and equipment, as well as housekeeping and upkeep of building and grounds, including landscaping, building repairs, fountain, exterior lights and signage, copier, fax machine, printers, laptops, monitors, kitchen equipment, dishes, etc.
• Manages inventory review and purchasing of office supplies, kitchen supplies, and program supplies (including business cards and letterhead)
• Negotiates the purchase of drinks, coffee, kitchen supplies, office supplies and furniture, office equipment, etc., for the staff in accordance with company purchasing policies and budgetary restrictions
• Coordinates vendor communications (computer hardware purchases, landscaping, janitorial, office/kitchen supplies, building maintenance, paid consultants, utilities, etc.)
• Oversees facilities’ day-to-day operations (access, meeting room set up, hospitality, signage, lighting, parking, coordinating the schedule for use of the retreat center, small conference room, and board room; securing use agreements and proof of insurance; providing guidance on logistics, set-up, facility use, policy and procedures; providing drink services for guests)
• Creates and maintains facility process documentation
• Acts as onsite contact while facility is in use, providing assistance and audio-visual (AV) support to nonprofits using the space
• Maintains neat and orderly appearance of the facility
• Processes incoming and outgoing mail

Events and Board Support

• Schedules and prepares materials for Staff, Board, and Committee meetings as well as New Board Orientation meetings
• Finalizes and distributes agendas for meetings
• Updates Board Attendance spreadsheet, Board meeting files, and distributes and collects quarterly and annual conflict of interest forms from staff and Board members
• Tracks attendance and quorum and orders meals and refreshments for meetings and events
• Orders supplies and meals and ensure proper room set up for Trust programs (Healing for the Healer, Peer Circles, etc…)
• Maintains Board biographies, addresses, and birthdays/ birthday cards
• Processes Foundation correspondence, including postage ordering and printing
• Completes light errands including stocking of supplies, post office, etc. as needed
• Provides back up to the Program Assistant/Associate as needed
• Manages CEO’s calendar and travel as needed
• Provides logistical support for projects, programs, and special events
• Assists with onboarding of new interns and staff around office use, telephones, supplies, etc..

Qualifications

Essential Skills:

• Demonstrated commitment to equitable health outcomes for all. This includes knowledge about and authentic connection to communities of color and other priority populations; understanding and ability to apply a racial equity analysis to the work of The Healing Trust.
• Excellent interpersonal skills with the ability to connect with diverse stakeholders and contexts
• Ability to work effectively within a small and diverse team, being both a collaborative team player and a self-motivated initiator
• Ability to create a warm and welcoming environment for our guests and community partners; excellent hospitality skills and telephone etiquette required
• Demonstrated high level of diplomacy, sound judgment, and discretion when dealing with grantees, vendors, and community professionals
• Ability to quickly change focus during the workday from welcoming community partners or board members, to answering the phone, to responding to emails or setting up for events.
• Ability to organize and prioritize work and meet deadlines

Qualifications:

• Bachelor’s degree or equivalent experience
• Combined two years of full-time work experience; non-profit experience preferred
• Excellent written and spoken (English) communication, and robust administrative skills required
• Computer literacy including MS Office products. Ability to learn other computer applications and to manage and support Audio-Visual equipment
• Reliable transportation

Physical Environment:

This is a part-time, 70% or 28 hour/ week position.  This position is expected to work in the office and will be required to be in the office on days when staff meetings are held and board meetings or events are happening. 

Physical Requirements:

The physical demands described are those that must be met by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The person in this position must frequently be able to:

• Use computer devices and telephone devices
• Lift/ carry up to 25 pounds

Additional Information

Benefits

How to Apply

Candidates should submit a resume with cover letter to htoemanager@gmail.com. Applications will be accepted until Friday, August 27, 2021.

The Healing Trust is an Equal Opportunity Employer.

The Healing Trust is committed to building a diverse staff and strongly encourages applications from candidates of color.

Details

• Date Posted: August 2, 2021
• Type: Part-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Salary Range: $40,320-50,4000