BREAST CANCER COALITION OF ROCHESTER

Job Description

JOB TITLE: Office Manager

REPORTS TO: Executive Director

CONSULTS WITH: Executive Director, Staff, Treasurer, Accountant/Auditor and Fundraising Chairs

SUPERVISES: Staff, Interns, and Volunteers

CHECKLIST:

Cover letter stating interest, experience, and specific qualifications
Resume/CV

Apply online today: https://bccr.org/careers/

SUMMARY: In a small and evolving organization such as the Coalition, it is important to make clear that we all participate in the tasks that need to be done. At times our responsibilities not only overlap, but also each of us must have the knowledge and the willingness to pick up responsibilities for each other. Therefore, there are areas that are not listed in this job description that may require the Office Manager to be involved in limited ways. The Office Manager will also arrange for coverage of duties during times of planned absence (vacation, days off, etc.). All staff members will reflect the Coalition’s philosophy and values in all job-related activities. All staff members will demonstrate commitment to the Coalition’s mission and goals.

GENERAL SCOPE: Oversee all day-to-day operations of the Coalition, including bookkeeping, human resources, administrative support.

ESSENTIAL FUNCTIONS: Requires full-scope bookkeeping and office management. Knowledge of generally accepted accounting principles (including non-profit rules and regulations), applicable financial reporting and related tax laws. Recent experience in the preparation for certified audits, including preparation of audit schedules, trial balances, lead schedules, and other required analysis and documentation.

General Operations

Provide exceptional customer service in interacting with sponsors/grantors/ individual donors, staff, Board and committee members, volunteers and the general public
Maintain Comprehensive Coalition Calendar on google calendars.
Oversee all correspondence in timely manner
Oversee donor communications, including direct mail
Serve as primary contact between the Coalition and landlord
Organize, manage, and maintain inventory, supplies and document storage, forecasting needs and purchasing supplies when appropriate
Assist in travel arrangements when needed
Establish and maintain tracking system for keys, credit card, and other security features
Oversee RFP process for bidding on larger projects/accounts

Finance/Accounting

Full cycle Accounts Receivable including donations, sponsorships, pledges
Maintain Coalition’s Accounting & Financial Reporting System in accordance with Generally Accepted Accounting Principles (GAAP) and conventional non- profit accounting practices
Ensure all accounting transactions are recorded in compliance with the Coalition policies, applicable laws and regulations, and sound internal controls.
Work collaboratively with CPA firm to perform all general ledger entries for monthly close process
Oversee cash flow management, including direct and indirect contact with clients/customers, vendors, fundraisers, festivals, etc.
Oversee the processing of all vendor and credit card purchases; process payments, including authorization, documentation, and database entry
Ensure all non-cash donations are properly classified, recorded and reported; including preparation of appropriate correspondence and filing of IRS forms.
Ensure proper classification and recording of fund transactions, transfers and allocations.
Analyze balance sheet, fund (net asset), income and expense accounts as needed.
Prepare and submit for review preliminary monthly and annual financial statements for Executive Director and Treasurer with variances and supporting explanations included.
Coordinate the annual external audit preparing supporting schedules and analysis as needed.
Serve on Audit and Finance Committees
Coordinate preparation of the annual budget, working collaboratively with the Executive Director and other staff on assumptions.
Ensure 1099s, W-9s, contract recordkeeping, and tax reporting are completed in timely manner
Serve as primary contact between the Coalition and banking services provider, investment advisor, and retirement plan broker
Perform banking and investing transactions and activities as directed.
Ensure appropriate funds are properly allocated to the Research Initiative

Development

Process all donations
Ensure compliance with all grants, provide support where needed, submit claims for payment
Ensure donor/funder database records are accurate and up to date, including giving history and action items
Provide support to fundraising staff and committees where needed
Assist with our annual campaign, including holiday cards
Run list of $500+ donors monthly and provide to Board of Directors

Management

Supervise reception staff
Schedule and facilitate staff meetings
Ensure compliance for all procedures
Ensure office environment is conducive to productivity, efficiency, and effectiveness

Human Resources

Oversee the onboarding of new staff
Oversee the exiting of departing staff
Serve as employee Personnel/Human Resource contact and maintain schedule and records for vacation, illness, holiday, scheduling conflicts, and other time off
Complete annual sexual harassment training
Employee benefits administration
Assist the Executive Director in updating the employee handbook

Communications and Information Technology

Ensure computers, internet, phone systems, audio-visual equipment, and website are maintained and functioning at all times.
Ensure registration of website domains www.bccr.org and www.breastcancercoalition.org are maintained
Provide administrative support to the charitable giving pages of website, including Race/Walk pledge system
Ensure a comprehensive, accurate list of financial contributors, sponsors, donors, etc. is provided to newsletter editor
Create/develop spreadsheets, document templates, PowerPoint templates for staff and/or volunteers, as needed
Oversee IT agreements and contracts

Other

Assist Executive Director with duties as assigned

EXPERIENCE:

MINIMUM 5 years experience in office management
Knowledge of computers and computer systems is REQUIRED
Experience with QuickBooks and Excel is REQUIRED
Experience with CRM software is REQUIRED
Excellent oral and written communication skills
Dedicated team player with demonstrated ability to work independently, provide direction to projects, and handle stress
Demonstrated time management and organizational skills.
Must be able to work independently with little or no supervision
Ability to respond with empathy and support to those in stressful situations and with sensitivity and awareness to diverse cultural, ethnic, and social backgrounds, values, attitudes, and languages
Must be able to handle multiple projects with varying deadlines simultaneously

EDUCATION:

Bachelor’s degree preferred or equivalent combination of education and experience
Accounting and/or Business Management/Administration curriculum desired

PHYSICAL AND MENTAL DEMANDS:

Requires judgment, integrity and tact
Must demonstrate initiative and excellent interpersonal skills
Requires an ability to troubleshoot and problem solve
Requires the capacity for adherence to detail
Must be flexible and well organized
Must be able to oversee and coordinate several projects simultaneously
Must have ability to work independently and maintain professional work style
Must be able to endure long periods of sitting, using a phone and computer
Must be able to lift, carry, push or pull 25+ pounds
The Coalition is a scent-free, tobacco-free cancer organization

OTHER

Salary range $54,000 - 57,000 based upon experience
Periodic evenings and occasional weekend work may be required
Forty (40) hours per week
Salary based on qualifications and experience
Benefits include vacation, holiday, sick days; 70% healthcare (optional) and Simple IRA w/ employer match

Professional References will be requested at a later date

CONTACT:

Ali Dennison, Hiring Team, Breast Cancer Coalition of Rochester, ali@bccr.org

PLEASE NOTE: NO PHONE CALLS. NO WALK-INS

Breast Cancer Coalition

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