NOW HIRING: Office ManagerAccepting applications until May 29, 2026.
JustDane is seeking a full-time Office Manager to work as part of the management team and is responsible for the day to-day management of operations and activities designed to support staff productivity and enhance office efficiency including; supervise administrative staff, assist with coordinating events, order and maintain supplies as well as up-to-date program materials, onboard and train employees on agency policies/phone/email/computer systems, accounts receivable, accounts payable, bookkeeping. Serve as liaison to IT provider.
Responsibilities:
- Coordinate and manage office activities to create or enhance efficient operations.
- Supervise administrative staff and divide responsibilities to ensure office performance.
- Assist Executive Director and Development Director to manage website content with agency’s contracted website manager.
- Track, order, and manage budget for agency and program supplies/materials, review incoming orders for accuracy, maintain orderly inventory of supplies, and communicate with agency vendors.
- Assist with development and editing of agency and program materials, including brochures, press releases, and newsletters as requested.
- Manage phone calls and correspondence (email, letters, packages, etc.).
- Assist Executive Director, Development Director, and Volunteer Coordinator in scheduling, planning, and conducting agency meetings and events.
- Communicate agency events via direct mail, email, and social media.
- Assist in editing and layout of agency newsletter (the JustDialogue).
- Support budgeting and bookkeeping procedures.
- Responsible for accounts receivable: processing donations via check, cash, Paypal, Venmo and DonorPerfect. Maintaining and updating records in Quickbook Online and DonorPerfect. Generate invoices and generate deposits.
- Responsible for accounts payable: accurately code vendors’ invoices and monthly credit card bill, generate bills and print checks in Quickbooks Online, point of contact for Positive Pay.
- Track expenses and payments for multiple programs and projects.
- Process income and expenses for fiscal agencies. Maintain and report monthly financial activity to groups.
- Code and process staff travel vouchers
- Track, report and maintain petty cash for Healing House and Just Bakery programs.
- Create, update, and archive personnel, financial, and other records and databases including but not limited to; donor mail and email lists, media contact lists, and agency IT user information.
- Prepare and/or submit various reports/presentations/proposals as requested.
- Assist in preparing grant proposals. Includes researching and applying for grants.
- Onboard and train staff on agency databases, phone, email, and computer systems.
- Serves as agency liaison to IT provider. In conjunction with IT provider, responsible for software installation, maintaining IT equipment and repairs. Provide IT support and assistance to program staff.
- Serve as Google Administrator- responsible for setting up email accounts for new staff, maintaining security and being up-to-date on software changes.
Qualifications:
- Excellent communication skills (verbal and written).
- Experience working with people from diverse racial, ethnic, cultural, and socio-economic groups, including but not limited to: people who have experience incarceration, emotional and/or physical displacement, and trauma.
- Strong organization skills and ability to manage multiple time sensitive projects.
- Excellent editing skills.
- Self-motivated and able to work on a team or individually.
- Excellent computer skills including proficiency in Windows Office Suite (Word, Excel, Powerpoint, Publisher, Access, etc), Google Docs, Sheets, Forms and gmail.
- Willingness to acquire training.
Preferred:
- Experience in event planning, including registration procedures.
- Experience working in a non-profit organizations.
- Knowledge of layout and database management.
- Experience with social media (Facebook, Twitter, Blogs, Instagram, etc).
- Experience with Quickbooks and DonorPerfect (or other CRM).
Supervision: The Office Manager reports to the Executive Director.
Benefits:
This is a full-time position (40 hours per week). This position includes the following benefits:
- Medical insurance (employer pays 90% of employee premium)
- Dental, life and long-term disability insurance;
- Employee contributed 401K
- Accrued vacation time as outlined in the Employee Handbook and Personnel Manual;
- Accrued sick time as outlined in the Employee Handbook and Personnel Manual;
- Paid holidays as outlined in the Employee Handbook and Personnel Manual.
Pay: $26.00 per hour
Location: JustDane, 128 E. Olin Ave, Suite 202, Madison, WI 53713
Type of Employment: Full-time
Application Instructions: Send a resume and cover letter to linda@justdane.org.
JustDane is an Equal Opportunity/Affirmative Action Employer.
