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Nashville Public Education Foundation

Office Manager

Nashville Public Education Foundation

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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

Qualifications

  • 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

Benefits

  • 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

Details

  • 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