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Nashville Public Education Foundation

Office Manager

Nashville Public Education Foundation


Job Summary

NPEF’s Office Manager supports systems and practices that allow the organization to run efficiently. The Office Manager manages the day-to-day operations of the NPEF office, including financial functions, vendor/donor functions, administrative functions, HR functions, and additional functions as assigned.

Job Responsibilities

Financial Functions

  • Support the CEO in managing the financial health of the organization

    • Serve as day-to-day liaison with an outside accounting firm, including processing invoices and donations and preparing/reviewing accounting reports
    • Prepare weekly batch with expenses and revenues tied to approved organizational budget
    • Support monthly financial meetings/reviews between CEO and the accounting firm
    • Support the annual audit process and 990 preparation

Vendor/Donor Functions

  • Maintain the overall integrity and quality of the donor and contact database

    • Ensure the database is up-to-date and as accurate as possible
    • Enforce database business operating rules and processes
    • Develop reports from a database on an as-needed basis
  • Support the Senior Vice President of Development and Outreach in donor stewardship

    • Develop and maintain appropriate funder reports as needed and regularly report to leadership on stewardship needs based on reports
    • Track and record donor engagement
  • Manage all donor acknowledgment

    • Promptly prepare and review with CEO donor acknowledgment letters and address any donor requirements (additional paperwork, reporting timeline, etc.) as needed
    • Ensure accurate recordkeeping of communications and deposits for all donors
    • Provide donor reports on an as-needed basis to the CEO and VP, of Development and Outreach
  • Manage vendor relations

    • Serve as point of contact for all vendors
    • Ensure accurate recordkeeping and prompt payments of all vendor invoices
    • Periodically review vendors and make recommendations for cost-effective changes

Administrative Functions

  • Provide administrative support to the CEO

    • Support CEO with scheduling needs as needed
    • Ensure nonprofit status with the state of Tennessee and Community Foundation of Middle Tennessee is updated and accurate
    • Serve as point of contact for all communications with the organization, including reception duties
  • Serve as liaison to the NPEF Board

    • Maintain Board minutes
    • Prepare materials for Board meetings
    • Ensure Conflict of Interest certifications and other related Board materials are current
    • Schedule all Board meetings and ensure all members receive invitations
  • Support events management and logistics as needed, including invitations, RSVPs, set up, logistics, vendor coordination, etc.
  • Manage office functionality

    • Serve as the liaison to the building manager
    • Track and manage all supplies for office and programs
    • Track all facilities and equipment costs and explore cost-effective solutions for maintaining an efficient office space
    • Manage all IT for the office

HR Functions

  • Manage basic HR functions for the organization

    • Update and sustain employee handbook/standard operating procedures
    • Manage relationships with external payroll companies and employee benefit providers
    • Track employee paid time off and provide reports to the CEO as needed

Additional Functions as Assigned


  • Passion for the organization’s mission
  • Strong organizational skills and attention to detail
  • Excellent computer skills, particularly with Microsoft Office
  • Database experience preferred
  • Office management experience is strongly desired
  • Ability to work with minimal supervision and maximum accountability, organize multiple tasks with efficiency and accuracy, and meet deadlines
  • Ability to work collaboratively with all teammates
  • Strong written and verbal communication skills
  • Minimum of Bachelor’s degree

Additional Information


  • Paid Time Off of 16 days annually, increasing with years of employment
  • 12 paid holidays off annually
  • 5% matching 401(k)
  • Excellent benefits, including medical, dental, vision, and life

How to Apply

Submit resume and cover letter to Katie Cour, President, and CEO, at katie.cour@nashvillepef.org


  • Date Posted: August 9, 2023
  • Type: Full-Time
  • Job Function: Accounting / Financial Management
  • Service Area: Education
  • Start Date: 09/11/2023
  • Salary Range: $54,500-$64,500
  • Working Hours: 40 hrs/wk