Office Manager

Under general supervision, the Office Manager is responsible for managing the daily operations of the San Jose, CA division office and providing administrative and clerical support to the Executive Director and team to ensure efficient operations, compliance with established policies, processes and practices and effective customer service.

Major Responsibilities:

1. Maintains databases including Siebel, Excel, and E-1. Performs accurate and complete data entry. Formats and produces reports. Serves as Power User for office providing advice, guidance and training to other staff as needed.

2. Serves as the primary staff person completing cash receipts processing for the division and maintains all financial information in accordance with Affiliate guidelines.

3. Performs general administrative and clerical functions including: calendaring appointments, coordinating meetings, answering the telephone, ordering supplies, distributing mail, coordinating mailings, filing, typing/word processing, faxing, and copying.

4. Serves as a liaison for other administrative professionals within the office to allocate resources according to major projects and manage timelines for projects involving multiple departments.

5. Assists Directors with event logistics; helps secure in-kind and cash contributions; designs flyers, programs and other event collateral; assists with occasional health fairs and other ancillary events.

6. Assists the Executive Director with Board of Directors mailings, binders and meeting preparation; sets up for Board Meetings and takes Board Minutes; assists Executive Director with coordination of Annual Meeting; mails Leadership Campaign letters and tracks giving.

7. Acts as liaison with Affiliate regarding HR, IT and Finance matters.

8. Coordinates office HR functions including: tracking employee absence/vacation days for payroll purposes and conducting new hire orientation as it relates to facilities, office equipment, telephone, alarm and accounting procedures.

9. Prepares, processes and tracks all financial contributions; prepares weekly cash receipts and monthly general ledger reports; assures that all financial activities are conducted in accordance with the policies of the American Heart Association.

10. Serves as the Community Relations Coordinator and manages volunteer help and health fair requests; maintains volunteer database.

11. Maintains written 'back up' documentation to ensure office functions smoothly; makes sure other staff are cross-trained on appropriate tasks.

12. Coordinates maintenance and repair work for office equipment.

13. Updates and maintains emergency plan for the office.

14. Performs other duties as assigned.

Physical and Mental Requirements: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential job functions of the position. The work environment is primarily in an office environment but involves frequent work performed from remote locations for business meetings and occasional events which are outdoors. Physical requirements include: sight, hearing, sitting, standing, bending, or squatting for most of the day; skills essential for successful communications include: communicating over the phone and in writing. Ability to interact and communicate with customers, and to clearly and concisely exchange ideas, facts and information. Ability to effectively plan and manage workflow, work on multiple projects simultaneously and manage project details with limited supervision. Must be able to lift up to 20 pounds with the expectation that items in excess of 20 pounds would be broken down into smaller components or additional assistance is required before lifting. Ability to conceptualize, reason through problems, makes effective decisions and develops alternative solutions and provides excellent customer service while ensuring compliance with the American Heart Association's policies and procedures.

Minimum Qualifications: To perform effectively in this position, the incumbent must have:

1. Advanced knowledge of database management and proficient Microsoft Office Suite. Knowledge of Illustrator graphic design software desired.

2. An excellent phone manner; Ability to ask for contributions ' both cash and in-kind

3. Excellent office administration skills, including general clerical skills (e.g., filing, typing, copying, telephone etiquette and operation)

4. Effective written communication skills, including skill in proof reading for grammar and spelling

5. Ability to work occasional overtime

6. Work well as a part of a team

7. Effective interpersonal and communication skills; Ability to maintain a professional, calm and friendly manner in all dealings with customers, staff and others providing a high level of quality service to internal and external customers

8. Ability to keep all work-related information confidential

9. Demonstrated ability to organize and manage multiple projects, prioritize tasks and meet deadlines.

10. Proven problem-solving skills.

Typically, these skills, knowledge and abilities are the result of any combination of education in office administration, procedures, personal computer operation, and 3 or more years of experience in increasingly responsible administrative/clerical positions.