The Office Manager for the Kentucky Business Unit (Chapter) will work to support and complete tasks related to all areas of the chapter – Operations & Finance, Conservation, Development, Protection, and some Executive with the primary focus on Operations & Finance. The position will report to the Director of Finance and Operations and is located in the Lexington, Kentucky office.
The Office Manager will be responsible for performing multiple day-to-day administrative and operational functions while completing specific projects in support of the overall goals of the business unit. They will be responsible for purchasing, deposits, record keeping, facility and fleet management, technology, as well as planning and execution of logistics for special events and/or meetings. In addition, the Office Manager may perform Finance and Human Resources tasks, including new hire onboarding, processing forms, preparing reports and forecasts, and monitoring and preparing budgets. They will respond to inquiries about program activities, create program materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Office Manager will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support and targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Office Manager will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
RESPONSIBILITIES AND SCOPE
- Perform office management tasks while providing assistance to all functional areas of the business unit;
- Financial responsibility includes purchasing, processing invoices, accounts receivable transactions, expense report verification, contracting with vendors, quarterly reports, and assisting with budget preparation;
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor;
- Coordinate projects with several variables, working within a defined timeline and budget;
- Demonstrate sensitivity in handling confidential information;
- Perform non-routine analysis, research and follow-through;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
- Research, negotiate with and manage vendors for office and vehicle maintenance;
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
- May supervise administrative and/or volunteer staff, including training;
- Provide input through project teams for the improvement of existing programs;
- Perform routine tasks associated with the upkeep of the office;
- Travel and work flexible hours as needed;
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain; and
- Work is diversified and may not always fall under established practices and guidelines.
- 2 years related experience or equivalent combination;
- Experience coordinating administrative processes;
- Experience generating reports and interpreting data;
- Experience analyzing information for the purpose of coordinating, planning, and solving problems;
- Experience working with vendors;
- Experience with business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people.
DESIRED QUALIFICATIONS
- Experience supporting a multifaceted business unit;
- Excellent verbal and written communication skills;
- Strong organization skills, accuracy, and attention to detail;
- Forward thinking with the ability to anticipate and act without explicit direction;
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Experience working with Geographic Information Systems (GIS), including map development and spatial data analysis;
- Ability to use existing technology to achieve desired results;
- Excellent customer service skills and focus;
- Collaborative, team player;
- Interest in and ability to participate in conservation field work;
- Experience interpreting guidelines to achieve desired results; and/or
- Knowledge of current trends in specific field.