The Alzheimer’s Association is the voluntary health agency dedicated to eliminating Alzheimer’s disease and related disorders through the advancement of research and to enhancing care and support services for all affected. The Office Manager is responsible for the day-to-day operations of the office ensuring efficient and effective operations and coordinating all issues affecting the daily operations of the office. The Office Manager will work under the direction of the Executive Director to ensure the needs of the office and our members are met in a timely manner.
The Office Manager in WNY will focus on Office Operations.
- Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands.
- Assist HR with new employee paperwork and any necessary on-boarding & equipment. (Business cards, name tags, etc) of new & existing employees and or volunteers.
- Organize and maintain and communicate office operations and procedures.
- Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
- Manage logistics, meeting materials, minutes, rosters and tools for the Chapter Board of Directors and Board committees or work groups.
- Manage contract and price negotiations with office vendors, service providers.
- Maintain security system and fabs for the chapter.
- Provide general support to visitors, ensure phone coverage, and supervise and train front office volunteers.
- Manage executives’ schedules, calendars, and appointments and assist with travel.
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers.
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems.
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office in compliance with HR standards.
- Allocate tasks and assignments to office volunteers and monitor their performance. (Baskets for early stage groups, mailings, etc).
- Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office volunteers.
- Review staff expenses in expense management system for correct coding.
- Perform review and analysis of special projects and keep the management properly informed.
- Ensure top performance of office volunteers by providing them adequate coaching and guidance, going over job descriptions and performance.
- Remain updated on technical and professional knowledge by attending internal and external meetings.
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.
- Participate actively in required chapter/company events: Advocacy Day, WTEA, TLD events. State Meetings.
- Responsible for developing standards and promoting activities that enhance operational procedures.
- Responsible for copying, acknowledgement, logging and deposits for donation processing.
- Handle customer inquiries and complaints.
- Maintain a safe and secure working environment.
- Anything else as assigned.
- Associate’s degree or equivalent work experience required; Bachelor’s degree preferred.
- Ability to work independently and with other staff and volunteers.
- Interest in aging issues and related service provision.
- Strong organizational skills.
- Excellent written and oral communication skills.
- Proficiency with Microsoft applications, especially Word and Excel.
- Accuracy and attention to detail.
- Ability and willingness to learn.
Job Reference #: 3846