Office Manager and Executive Assistant, CORE Scholars

Posted by on June 25, 2012

Job Description:
Office Manager and Executive Assistant

The Office Manager works closely with the Executive Director in ensuring the efficient, and effective administration of the office and its programming administrative needs. S/he reports directly to the Executive Director.  Given the small size of the organization’s staff and programs, the Office Manager serves a dual role as the Assistant to the Executive Director.  In this capacity, the Executive Assistant supports the Executive Director in her capacity as lead driver of program funding, partnerships, and oversight for all programs and initiatives.

Responsibilities as Office Manager:

§ Answer phones as initial source of contact for all received calls
§ Organize all office records, maintain alphabetical file index
§ Manage monthly account receivable and account payable records
§ Maintain office correspondence chronology which documents all written letter correspondence received and delivered by the organization
§ Monitor and report month-by-month and quarterly endowment activity
§ Serve as liaison to staff and insurance broker for benefits-related inquiries
§ Other related responsibilities as assigned

Responsibilities as Executive Assistant:

§ Manage schedule of Executive Director, including travel coordination
§ Be available on a day-to-day needs basis to assist Executive Director during evening and weekend hours
§ Coordinate notice, materials and meeting logistics for Board Meetings
§ Prepare written correspondence and development-related materials as requested, including all expense reports
§ Coordinate LOI submissions and maintain development deadlines calendar
§ Assume secondary research responsibilities for building S2P2 STEM initiative, while also exploring federal and philanthropic grant opportunities to support overhead and programs, in coordination with Executive Director

Qualifications:

§ Bachelor’s degree required
§ Self-motivated with the ability to work independently and as part of a team with great energy, persistence, and dedication
§ MUST have excellent attention to details and organizational skills
§ MUST manage multiple tasks simultaneously with timely, high quality results
§ Critical thinking, problem solving, accuracy, and attention to detail
§ Excellent communications skills and strong Microsoft Office Suite fluency
§ Ability to work effectively with diverse constituencies, such as school staff, university staff, parents and community groups, as well as with diverse racial and ethnic groups

Salary:  $36,000 – $50,000

CORE SCHOLARSHIPS
Attn: CORE Office Manager Search Committee
8 Penn Center
1628 JFK Boulevard Suite 1975
Philadelphia, PA 19103
Or send your resume via email to personnel@corescholars.org.